CONSTITUTION - Committee meetings - Harrow Council

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LONDON BOROUGH OF HARROW

CONSTITUTION

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London Borough of Harrow

The Constitution

Contents

Section Title Pages

Contents and Colours

7 - 8

Constitution Index - January 2014

9 - 10

Part 1 - Summary and Explanation

11 - 18

Part 2 - Articles - Cover Sheet

19 - 20

Part 2 - Contents Sheet

21 - 22

Article 1 - The Constitution

23 - 24

Article 2 - Members and the Council

25 - 28

Article 3 - Citizens and the Council

29 - 32

Article 4 - The Full Council

33 - 36

Article 5 - The Mayor

37 - 38

Article 6 - Overview and Scrutiny Committee

39 - 42

Article 7 - The Executive

43 - 46

Article 8 - Regulatory and Other Committees

47 - 48

Article 9 - The Standards Committee

49 - 52

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Article 10 - Area Forums or Area Committees

and Harrow Partnership Bodies

53 - 54

Article 11 - Joint Arrangements

55 - 56

Article 12 - Officers

57 - 64

Article 13 - Decision Making

65 - 68

Article 14 - Finance, Contracts and Legal

Matters

69 - 70

Article 15 - Review, Revision and Publication

of the Constitution

71 - 72

Article 16 - Interpretation and Suspension of

the Constitution

73 - 74

Part 3A - Allocation of Responsibilities - Cover

Sheet

75 - 76

Part 3A - General Index

77 - 78

Part 3A - Terms of Reference

79 - 130

Part 3A1 - Terms of Reference Schedule

131 - 152

Part 3B - Delegations to Officers

153 - 168

Part 4 - Rules of Procedure - Cover Sheet

169 - 170

Part 4 - Rules of Procedure - Index

171 - 172

Part 4A - Council Procedure Rules

173 - 206

Part 4A1 - Appendix - Council Petition Scheme

207 - 212

Part 4B - Committee Procedure Rules

213 - 252

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Part 4B-1 Health and Wellbeing Procedure

Rules

253 - 266

Part 4C - Budget and Policy Procedure Rules

267 - 276

Part 4D - Executive Procedure Rules

277 - 318

Part 4G - Access to Information Procedure

Rules

319 - 338

Part 4H - Officer Employment Procedure Rules

339 - 344

Part 4I - Contract Procedure Rules

345 - 394

Part 4J - Miscellaneous Procedure Rules

395 - 396

Part 4K - Financial Regulations

397 - 464

Part 5 - Codes and Protocols - Cover Sheet

465 - 466

Part 5A - Members' Code of Conduct

467 - 478

Part 5B - Code of Conduct for Council

Employees

479 - 496

Part 5C - Protocol for Members and Officers

497 - 502

Part 5D - Code of Practice and Publicity

503 - 512

Part 5E - Planning Protocol

513 - 526

Part 5F - Anti-Fraud Policy

527 - 546

Part 5G - Confidentiality of Part II Reports

547 - 550

Part 5H - Co-optees and Advisers

551 - 554

Part 5I - Members' Access to Information

555 - 560

Part 5J - Gifts and Hospitality Protocol

561 - 566

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Part 5K - Code on Corporate Governance

567 - 572

Part 5L - Anti-Money Laundering Policy

573 - 590

Part 5M - Social Media Protocol

591 - 596

Part 5N - Cabinet Decisions Protocol

597 - 598

Part 6 - Members' Allowances Scheme - Cover

Sheet

599 - 600

Part 6 - Members' Allowances Scheme

601 - 610

Part 7 - Glossary - Cover Sheet

611 - 612

Part 7 - Constitution Glossary

613 - 616

London Borough of Harrow May 2006

CONSTITUTION

Contents

Colour

Part 1 Summary and Explanation White

Part 2 Articles Lilac

Part 3 Allocation of Responsibilities Buff

Part 4 Rules of Procedure (Standing Orders) Green

Part 5 Codes and Protocols Pink

Part 6 Members Allowances Scheme Gold

Part 7 Glossary Yellow

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HARROW CONSTITUTION INDEX

Doc Nr. Part Title Revised1

001 Contents - Colours May 2006

001A Index Jan 2014

002 PART 1 Summary and Explanation May 2013

003 PART 2 Articles (title page) no date

004 Articles (contents page) no date

005 01 The Constitution April 2010

006 02 Members and the Council April 2010

007 03 Citizens and the Council April 2010

008 04 The Full Council April 2010

009 05 The Mayor April 2010

010 06 Overview and Scrutiny Committee July 2013

011 07 The Executive April 2010

012 08 Regulatory and Other Committees July 2013

013 09 The Standards Committee May 2013

014 10 Area Committee and Forums April 2010

015 11 Joint Arrangements April 2010

016 12 Officers July 2013

017 13 Decision Making November 2011

018 14 Finance, Contracts and Legal Matters April 2010

019 15 Review, Revision and Publication April 2010

020 16 Interpretation and Suspension April 2010

021 PART 3 Allocation of Responsibility (Title Page) no date

022 3A Terms of Reference - General Index July 2013

023 3A Terms of Reference February 2014

024 3A-1 Schedule to the Terms of Reference Jan 2014

025 3B Delegations to Officers July 2013

026 PART 4 Rules of Procedure (Title Page) n/a

027 Rules of Procedure Contents (Standing Orders) n/a

028 4A Council Procedure Rules July 2013

028A 4A-1 Appendix Petitions Scheme May 2010

029 4B Committee Procedure Rules July 2013

029-1 4B-1 Health and Wellbeing Board Procedure Rules May 2013

030 4C Budget and Policy Rules April 2010

031 4D Executive Procedure Rules May 2013

032 4E Advisory Panels and Consultative Forums – Now included in 4B Committee Procedure Rules

April 2010

033 4F Overview and Scrutiny – Now included in 4B Committee Procedure Rules

April 2010

034 4G Access to Information May 2013

035 4H Officer Employment May 2006

036 4I Contract Procedure Rules Jan 2014

037 4J Miscellaneous Procedure Rules May 2006

038 4K Financial Regulations May 2013

039 PART 5 Codes and Protocols (Title & Contents) no date

040 5A Code of Conduct for Councillors August 2012

041 5B Code of Conduct for Council Employees October 2011

042 5C Protocol on Councillor / Officer Relations May 2006

043 5D Code of Practice on Local Government Publicity May 2006

044 5E Planning Protocol July 2008

1 Reflects date of substantive amendments, but not minor consequential amendments or

corrections

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045 5F Corporate Anti-Fraud Policy Feb 2010

046 5G Confidentiality of Part 2 Reports July 2007

047 5H Protocol on Co-optees and Advisors Nov 2006

048 5I Members’ Access to Information Feb 2010

049 5J Gifts and Hospitality – Members’ Protocol Feb 2010

050 5K Code on Corporate Governance Feb 2010

051 5L Anti-Money Laundering Policy September 2011

051A 5M Social Media Protocol November 2011

051B 5N Cabinet Decisions Protocol November 2011

052 PART 6 Members Allowance - Title Page n/a

053 Members Allowances Scheme July 2013

054 PART 7 Glossary Title Page n/a

055 Constitution Glossary April 2010

Updated Feb 2014

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London Borough of Harrow May 2013 Summary and Explanation

CONSTITUTION OF THE COUNCIL OF THE LONDON BOROUGH OF

HARROW

The Summary and Explanation of the Constitution is also available

as a separate leaflet for members of the public and is available at reception desks in the Civic Centre and at Public Libraries

The Constitution has been prepared by officers in the Legal Services Department.

Regular updates and replacement pages will be issued. Any comments on how the layout and contents can be improved should be sent to

the Chief Executive.

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Please note: The Constitution came into effect in May 2002, having been approved by the Council in February 2002. The Council has made a number of changes to the Constitution since it was first approved. Minor corrections and amendments have also been made under the procedure of revising the Constitution in Article 15.05. This document is available on the Harrow web-site at www.harrow.gov.uk.

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PART 1

Summary and

Explanation

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PART I

SUMMARY AND EXPLANATION

The Council’s Constitution The Council of the London Borough of Harrow has agreed a Constitution, which sets out how the Council operates, how decisions are made, and the procedures, which are followed to ensure that these are efficient, transparent and accountable to local people. Some of these processes are required by law, while others are a matter for the Council to decide. The Constitution is divided into sixteen articles, which set out the basic rules governing the Council’s business. More detailed procedures, codes of practice and protocols are provided in later sections of the Constitution. What’s in the Constitution? Article 1 commits the Council:

To deliver high quality, cost effective services through a partnership with all stakeholders and the community in general.

To govern within a framework of fairness, openness, integrity and accountability.

Article 3 explains the rights of citizens in relation to the Constitution. Article 2 and 4 to 16 describe how the key parts of the Council operate. These are: q Members and the Council (Article 2). q The full Council (Article 4). q The Mayor (Article 5). q Overview and Scrutiny Committee and Scrutiny sub-committees (Article 6). q The Executive (Article 7). q Regulatory and other Committees (Article 8). q The Standards Committee (Article 9). q Area Forums or Area Committees (Article 10). q Joint arrangements (Article 11). q Officers (Article 12). q Decision making (Article 13). q Finance, contracts and legal matters (Article 14). q Review, revision and publication of the Constitution (Article 15). q Interpretation and suspension of the Constitution (Article 16)

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How the Council operates The Council is composed of 63 councillors elected every four years. Councillors are democratically accountable to residents of their ward. The overriding duty of councillors is to the whole community, but they have a special duty to their constituents, including those that did not vote for them. Councillors have to agree to follow a Code of Conduct to ensure high standards in the way they undertake their duties. The Standards Committee trains and advises them on the Code of Conduct. All councillors meet together as the Council. Meetings of the Council are normally open to the public. Here councillors decide the Council’s overall policies and set the budget each year. The Council appoints the Overview and Scrutiny Committee, which has the role of checking the actions of the Executive in delivering services and helping the Executive to develop plans and policies. The Council is also responsible for the appointment of chief officers. Members of the public can present petitions and ask questions at meetings of the Council. How decisions are made The Executive is the part of the Council, which is responsible for most day to day decisions. The Executive is made up of the Leader and between two and nine other councillors appointed by the Council, this group is also known as the Cabinet. When major decisions are to be discussed or made, they must be published in the Council’s Forward Plan in so far as they can be anticipated. This Forward Plan will be regularly updated and is available to the public so they can monitor all the important decisions made by the Executive. When these major decisions are to be discussed at a meeting of the Executive (or Cabinet), these meetings will be open to the public to attend, except where personal or confidential matters are to be discussed. The Executive has to make decisions, which are in line with the Council’s overall policies and budget. If it wishes to make a decision, which is outside the budget or policy framework, this must be referred to the Council as a whole to decide (unless the matter is so urgent that special arrangements have to apply).

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Overview and scrutiny The Council has an Overview and Scrutiny Committee, which in turn appoints Scrutiny sub-committees, which support the work of the Executive and the Council as a whole. The Overview and Scrutiny Committee and Scrutiny sub-committees play a role in the formulation of the policies and strategies of the Council and in the setting of the budget. They can be consulted by the Executive or the Council on forthcoming decisions and the development of policy. They can hold inquiries and public debates, which can lead to reports influencing the Executive. They can also monitor the decisions of the Executive and have a power to “call-in” decisions of the Executive where they have yet to be implemented. When an Executive decision is “called-in” the Executive can be asked to reconsider its decision. However, the Overview and Scrutiny Committee cannot overrule the Executive. Other Committees There is also a Planning Committee, a Licensing and General Purposes Committee, a Health and Wellbeing Board, a Governance, Audit and Risk Management Committee, a Pension Fund Committee and a Standards Committee. More detail about the operation of these Committees can be found in Articles 8 and 9. The Harrow Partnership Initiative The Council has adopted a comprehensive approach to consultation by encouraging community participation in decision-making. The Council consults with stakeholders, residents and service users on a range of activities. The Partnership Initiative enables the involvement of a wide number of stakeholders from across sectors, in the planning of services and policy development, including the shaping of the Community Plan. A Residents Panel consisting of over 1200 local people represents the Borough’s diverse community. The Panel helps to provide the Council with a clear picture of the effectiveness of local services. The Council’s Staff The Council has people working for it (called “officers”) to give advice, implement decisions and manage the day to day delivery of services. Some officers have a specific duty to ensure that the Council acts within the law and uses its resources wisely. A Protocol included in Part 5 of the Constitution governs the relationship between officers and Members of the Council (Councillors).

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Citizens’ Rights Citizens have a number of rights in their dealings with the Council. These are set out in more detail in Article 3. Some of these are legal rights, whilst others depend on the Council’s own processes. Where members of the public use specific council services, for example, as a parent of a school pupil or as a council tenant, they have additional rights. These rights are not covered specifically in the Constitution. The local Citizens Advice Bureau can advise on individuals’ legal rights. The Council welcomes participation by citizens in its work. For further information on how to attend and participate at meetings, a leaflet is available at the Civic Centre Reception or from libraries. Information is also available from the Reception Office for the Legal Services Department telephone 0208-424-1277, e-mail [email protected] or from the Authority’s web site at: www.harrow.gov.uk For further information on the Partnership Initiative, or if you would like to join the Harrow Residents Panel, please contact Mike Howes on 020 8420 9637 or e-mail [email protected] * For the purposes of this Constitution, the term Citizens includes (where appropriate) those people who study, work or have businesses in Harrow.

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PART 2

Articles of the Constitution

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PART 2

ARTICLES

Page No.

Article 1 The Constitution 2 - 1

Article 2 Members and the Council 2 - 3

Article 3 Citizens and the Council 2 - 6

Article 4 The Full Council 2 - 9

Article 5 The Mayor 2 - 13

Article 6 Overview and Scrutiny Committee and Scrutiny 2 - 15 sub-committees

Article 7 The Executive 2 - 19

Article 8 Regulatory and Other Committees 2 - 23

Article 9 The Standards Committee 2 - 25

Article 10 Area Committee and Forums 2 - 28

Article 11 Joint Arrangements 2 - 30

Article 12 Officers 2 - 32

Article 13 Decision-making 2 - 39

Article 14 Finance, contracts and legal matters 2 - 42

Article 15 Review, revision and publication of the Constitution 2 - 44

Article 16 Interpretation and suspension of the Constitution 2 - 46

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Article 1

The Constitution

Introduction

This Article sets out the fundamental provisions of the Constitution. It confirms that the Authority will act within the law and the provisions of this Constitution, and also that the Authority will monitor and review its Constitution.

1.01 Powers of the Council

The Council will exercise all its powers and duties in accordance with the law and this Constitution.

1.02 The Constitution

This Constitution, and all its appendices, is the Constitution of the Council of the London Borough of Harrow.

1.03 Purpose of the Constitution

The Council’s aim is:

To deliver high quality, cost effective services through a partnership

with all stakeholders and the community in general.

To govern within a framework of fairness, openness, integrity and accountability.

The purpose and principles outlined in the Constitution seek to:

enable the Council to provide clear leadership to the community;

work in partnership with citizens, businesses and other organisations;

support the active involvement of citizens in the process of local authority decision making;

help Councillors represent their constituents more effectively;

enable decisions to be taken efficiently and effectively;

create a powerful and effective means of holding decision makers to public account;

provide excellent standards of ethics and probity in decision making;

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ensure that those responsible for decision making are clearly identifiable to local people;

explain the reasons for decisions; and

provide a means of improving the delivery of services to the community.

1.04 Interpretation of the Constitution

Where the Constitution permits the Council to choose between different courses of action, the Council will always choose that option which it thinks is closest to the above purposes.

1.05 Review and Amendment of the Constitution

The Council will monitor and evaluate the operation of the Constitution and will amend it as appropriate, as set out in Article 15.

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Article 2

Members and the Council

Introduction

This Article sets out the composition of the Council, eligibility to stand for election and the form of election to be used.

It also includes a statement on the roles and functions of Members of the Council and sets out the rights and duties of Councillors.

2.01 Composition and eligibility

(a) Composition

The Council will comprise 63 Members (otherwise called Councillors). Three members will be elected by the voters of each of the 21 wards in the Borough in accordance with a scheme drawn up by the Local Government Commission and approved by the Secretary of State.

(b) Eligibility

Only registered voters of the London Borough of Harrow or those living, working or occupying property within the Borough for 12 months before the election will be eligible to hold the office of Councillor. There are legal rules preventing certain people from becoming Councillors.

2.02 Election and terms of Councillors

The regular election of Councillors will be held on the first Thursday in May every four years beginning in May 2002. The terms of office of Councillors will start on the fourth day after being elected and except for the Leader will finish on the fourth day after the date of the next regular election unless they are re-elected.

2.03 Roles and Functions of Councillors

(a) Key Roles

All Councillors will:

(i) collectively be the ultimate policy and decision makers;

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(ii) contribute to the good governance of the Council;

(iii) represent their communities interests (both individuals and local groups) and bring their views into the Council’s decision-making process;

(iv) actively encourage community participation and citizen involvement in decision making;

(v) deal with individual casework and act as an advocate for constituents in resolving particular concerns or grievances;

(vi) balance and effectively represent the interests of their ward and of individual constituents;

(vii) (for Councillors who are not part of the Executive) scrutinise proposals and decisions and monitor how Council policy is being implemented;

(viii) be available to represent the Council on other bodies;

(ix) promote equality and diversity in the Council’s policies and practices;

(x) maintain the highest standards of conduct and ethics.

(b) Rights and duties

(i) Councillors will have rights of access to such documents, information, land and buildings of the Council as are necessary for the proper discharge of their functions and in accordance with the law.

(ii) Councillors will not make public information, which is confidential or exempt, without the consent of the Council.

(iii) Councillors will not divulge information given in confidence, to anyone other than a Councillor or officer entitled to know it.

(iv) For these purposes, “confidential “ and “exempt” information is defined in the Access to Information Procedure Rules in Part 4 of this Constitution.

(v) Councillors will be given reasonable professional advice and support from officers of the Council in their work as Councillors.

(vi) When the Council considers it to be in its interests to appoint Councillors to outside bodies, the Council will consider giving an indemnity to the Councillors in so far as legally permissible


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against costs incurred while acting in good faith. Councillors will be given reasonable advice, guidance and support from officers of the Council on the responsibilities they take on as a result of representing the Council on outside bodies.

(vii) Training will be given to Councillors to support them in their duties as Councillors.

2.04 Conduct

Councillors will, at all times, observe the Members’ Code of Conduct and the Protocols set out in Part 5 of this Constitution.

2.06 Allowances

Councillors will be entitled to receive allowances in accordance with the Members’ Allowances Scheme set out in Part 6 of this Constitution.

2.07 Membership

The names and addresses of Councillors by Ward, for the current Municipal Year, are available from Democratic Services and/or the Council website.


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Article 3

Citizens and the Council

Introduction

This Article sets out what citizens can expect from the Council and the responsibilities that come with these rights.

3.01 Citizens’ Rights

Citizens have the following rights. Their rights to information and to participate are explained in more detail in the Access to Information Procedure Rules in Part 4 of this Constitution.

(a) Voting and Mayoral Petitions

Citizens on the electoral roll for the area have the right to vote.

Citizens may also sign a petition requesting a referendum for an elected Mayor.

(b) Information

Citizens have the right to:

(i) attend meetings of the Council and its committees except where confidential or exempt information is likely to be disclosed, and the meeting is therefore held in private;

(ii) attend meetings of the Executive except where confidential or exempt information is likely to be disclosed, and the meeting is therefore held in private;

(iii) find out from the Forward Plan what Key Decisions will be taken by the Executive and when;

(iv) see agendas, reports and background papers, and any records of decisions made by the Council and the Executive (subject to confidential and exempt information not being disclosed);

(v) obtain a copy of the Council Constitution; and

(vi) inspect the Council’s accounts and make their views known to the external auditor.

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They will also have rights under the Freedom of Information Act 2000. The Council produced a Publication Scheme telling people about their rights under the Freedom of Information Act in February 2003.

(c) Participation

The Council is keen to promote community participation in local issues. The Harrow Partnership provides a platform for joint work between the Council and local community groups, to improve life in the Borough. Specific areas of joint work include those with the voluntary sector, young people, housing and tenants’ organisations, older people, local businesses, and other public services like the police and health agencies and the Residents’ Panel.

Citizens also have the right to participate in Council business in the following ways:

by asking questions of decision makers at meetings;

by presenting petitions at meetings of the Council, its committees and the Executive;

by making deputations to committees of the Council and to Advisory Panels of the Executive;

by contributing to investigations by the Overview and Scrutiny Committee and Scrutiny sub-committees of the Council;

by participating in any public sessions.

(d) Complaints

Citizens have the right to complain to:

(i) their ward Councillors or Members of the Executive about any Council service;

(ii) the Council about any Council service under the complaints scheme;

(iii) the Ombudsman after using the Council’s own complaints scheme;

(iv) the Standards Committee if they have evidence which they think shows that a Councillor has not followed the Member’s Code of Conduct.


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3.02 Citizens’ Responsibilities

Harrow citizens are encouraged to make full use of their roles both as voters and members of the community. In particular by:

voting in local, London, Parliamentary and European elections;

respecting the expression of differing opinions in public debate;

promoting tolerance and respect between their fellow citizens;

meeting their obligations in relation to the Council, such as paying their council tax, making sure their children attend school, making sure rubbish is disposed of properly, following the dog owners’ code in relation to keeping parks and streets cleaner;

individually and collectively seeking information about the decision-making role of Councillors; and

respecting the Council procedures which give effect to representative democracy.

Citizens must not be violent, abusive or threatening to Councillors or officers and must not wilfully harm things owned by the Council, Councillors or officers.


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Article 4

The Full Council

Introduction

This Article defines the functions that are reserved for decision by the full Council.

The Council is responsible for approving the policy framework and the annual revenue and capital budget. The Council also retains responsibility for (i) regulatory functions (which include planning, licensing and health and safety at work); (ii) certain constitutional and quasi-legislative functions (primarily the conduct of elections and making of by-laws) and (iii) most of the local choice functions which the Council is free to decide whether they are the responsibility of full Council or the Executive. The Council also has a role in holding the Executive to account.

4.01 Meanings

(a) Policy Framework

The policy framework means the following plans and strategies:

(i) Those required by the Local Authorities (Functions and Responsibilities) (England) Regulations 2000 (as amended):

Children and Young People’s Plan

Crime and Disorder Reduction Strategy

Gambling Policy

Licensing Authority Policy Statement

Licensing Policy

Local Area Agreement

Local Implementation Plan (formerly the Local Transport Plan)

Plans and strategies which together comprise the Development Plan

Sustainable Community Strategy

Youth Justice Plan

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(ii) Further Plans, which the Council considers, should be subject to Council approval:

Council’s Corporate Plan Equalities Schemes

(b) Budget

The budget includes the allocation of financial resources to different services and projects, proposed contingency funds, setting the council tax including decisions relating to the control of the Council’s borrowing requirement, the determination and control of its capital expenditure and the setting of virement limits.

(c) Housing Land Transfer

Housing Land Transfer means the approval or adoption of applications to the Secretary of State for approval to a programme of disposal of 500 or more Council properties under the Leasehold Reform, Housing and Urban Development Act 1993, or to dispose of land used for residential purposes where approval is required under sections 32 or 43 of the Housing Act 1985.

4.02 Functions of the full Council

Only the Council will exercise the following functions:

(a) adopting and changing the Constitution;

(b) approving or adopting the policy framework and the budget(including setting the Council Tax);

(c) approving the statement of accounts;

(d) approving any application to the Secretary of State in respect of any Housing Land Transfer;

(e) appointment of the Mayor;

(f) appointing the Leader of the Executive;

(g) approving annually the Allocation of Responsibilities in Part 3 of the Constitution;

(h) subject to the urgency procedure contained in the Access to Information Procedure Rules in Part 4 of this Constitution, making decisions about any Executive functions which are contrary to the


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policy framework or contrary to or not wholly in accordance with the budget;

(i) agreeing and/or amending the terms of reference for the Committees of the Council, deciding on their composition and making appointments to them;

(j) adopting the Scheme of Members’ Allowances set out in Part 6 of the Constitution;

(k) appointing the independent members of the Standards Committee;

(l) changing the name of the area, conferring the title of honorary alderman or freedom of the Borough;

(m) confirming the appointment or the dismissal of the Head of Paid Service;

(o) making, amending, revoking, re-enacting or adopting by-laws and promoting or opposing the making of local legislation or personal bills;

(p) determining the meaning of “significant” in relation to “key” decisions (Article 13 refers);

(q) deciding whether to accept a delegation of a non-Executive function

or accept a delegation of a non-Executive function from another Authority;

(r) to receive reports and consider recommendations from the Executive, Scrutiny, Standards and other Committees as appropriate;

(s) making appointments of Members to outside bodies; and

(t) all other matters which by law must be reserved to Council.

4.03 Council Meetings

There are three types of Council meetings:

(a) the annual meeting;

(b) ordinary meetings;

(c) extraordinary meetings,

and they will be conducted in accordance with the Council Procedure Rules in Part 4 of this Constitution.


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4.04 Responsibility for functions

The allocation of responsibilities to the Cabinet and various Council Committees is found in Part 3 of the Constitution.

The Council will maintain the Schedule in Part 3A-1 of this Constitution setting out the responsibilities for the Council’s functions, which are not the responsibility of the Executive.

Part 3B lists the allocation of responsibilities to officers of the Council.


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Article 5

The Mayor

Introduction

This Article describes the appointment and role of the Mayor

5.01 Appointment of the Mayor and Deputy Mayor

The Mayor and Deputy Mayor will be appointed annually by the Council from amongst the Councillors.

Neither the Mayor nor Deputy Mayor can be a member of the Executive.

The Deputy Mayor may stand-in for the Mayor in respect of all the roles and functions in paragraphs 5.02 and 5.03 whenever the Mayor is unable to act (for example, due to an overlap of events). If the Deputy Mayor is also unavailable to perform a role or function in paragraph 5.02, it shall be open for the Mayor to request a former Mayor of the Borough, still serving as an elected Councillor, to act in his or her place for that particular occasion.

5.02 Ceremonial

(i) The Mayor shall be the First Citizen of the Borough;

(ii) The Mayor will promote the Council as a whole and act as a focal point for the community;

(iii) The Mayor will preside over civic functions;

(iv) The Mayor will carry out ceremonial duties on behalf of the Authority. He/she will be a symbol of the Authority and of an open society and will perform his/her duties in a manner that develops and reinforces the social cohesion of the Borough;

(v) The Mayor will promote local charitable and voluntary causes where they benefit the people of Harrow;

(vi) The Mayor will also personally select a local charity or charities and raise funds specifically for it or them during his or her year of office;

(vii) The Mayor will promote citizenship and participation;

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(viii) The Mayor will act as a non-partisan ambassador of the Council at notable events, for example, in meeting and greeting international delegations;

(ix) The Mayor will put forward local people who are deemed to be deserving for national awards and honours (for example, local people who have made a unique or exceptional contribution to the Borough in a voluntary capacity);

(x) The Mayor will lead the Council’s support and activities for Remembrance Sunday and other similar locally marked national events.

5.03 Chairing meetings of the Council

The Mayor will have the following responsibilities:

(i) to uphold and promote the purposes of the Constitution, and to interpret it when necessary;

(ii) to preside over meetings of the Council, so that its business can be carried out efficiently and with regard to the rights of Councillors and the interests of the community;

(iii) to ensure that the Council meeting is a forum for the debate of matters of concern to the local community and the place at which Members who are not on the Executive are able to hold the Executive Members to account;

(iv) to promote public involvement in the Council’s activities;

(v) such other duties that may fall to the Mayor to exercise by virtue of statute or this Constitution.

In the absence of the Mayor, the Deputy Mayor will chair meetings of the Council. In the absence of both the Mayor and the Deputy Mayor, the Council will, as a first item of business, appoint one of its Members to chair the meeting.

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London Borough of Harrow - Article 6 May 2013 Overview and Scrutiny Committee and Scrutiny sub-committees

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Article 6

Overview and Scrutiny Committee and

Scrutiny sub-committees

Introduction

This Article describes the structure and method of operation of the

committees that are to undertake the overview and scrutiny function.

6.01 Terms of Reference

The Council will appoint an Overview and Scrutiny Committee to discharge the functions conferred by section 21 of the Local Government Act 2000. The Overview and Scrutiny Committee will establish two Call-in Sub-Committees to consider Executive decisions taken but not implemented (See Rule 46 of the Overview and Scrutiny Procedure Rules in Part 4 of the Constitution for information about the process for calling in decisions), together with a Performance & Finance Scrutiny Sub-Committee. The scope of the Committee and each sub-committee is set out in the right hand column of the table below. The guiding principle for the work of the Overview and Scrutiny Committee and Scrutiny Sub-Committees is that it should be consensual and positive. The emphasis of the work should be on making a proactive and positive contribution to the development of policy and the discharge of the Council’s functions. This is best achieved by an inclusive process covering Members, partners, service users and employees.

Committee Scope

Overview and Scrutiny

To oversee a more targeted and proportionate work programme that can help secure service improvement through in depth investigation of poor performance and the development of an effective strategy/policy framework for the council and partners.

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Sub-Committee Scope

Call-In

To exercise the call-in powers and to refer any decision to Council that does not accord with the policy framework or budget.

Call-In (Education)

To exercise the call-in powers in relation to education matters and to refer any decision to Council that does not accord with the policy framework or budget.

Performance and Finance

To be the key driver of the scrutiny function’s work programme and the body responsible for monitoring the performance of the council and partners in relation to their states priorities.

6.02 General Role

Within their terms of reference, the Overview and Scrutiny Committee and Scrutiny Sub-Committee other than the Call-In Sub-Committees will have the following roles:

(i) the strategic development of policy – by supporting the Council and

Executive in developing the policy framework and budget for the Council and working with partner organisations on issues that may be outside the remit of the Council;

(ii) reviews of specific services – by making reports and/or

recommendations to the full Council, Executive, Portfolio Holders and any Joint or Area Committees on any of their functions;

(iii) the review of policy and decisions developed by others – by reviewing

and/or scrutinising decisions made or actions taken in connection with the discharge of any of the Council’s functions;

(iv) the review of issues of concern to local people – by considering any

matter affecting the area or its inhabitants and monitoring and scrutinising the activities of others;

(v) consideration of the Forward Plan and scrutiny prior to key decisions

being made, as appropriate;

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(vi) scrutiny of decision making processes – by helping to draw up Protocols on how the Executive and Portfolio Holders should make decisions and then checking to see that these have been observed;

(vii) where relevant and appropriate, to receive selected monitoring

reports carried out internally and externally on services. The Call-In Sub-Committees may call in Executive decisions made but not yet implemented.

6.03 Specific Functions

(a) Policy development and review

The Overview and Scrutiny Committee and Scrutiny Sub-Committee(s) may:

(i) assist the Council, the Executive and Portfolio Holders in the

development of the budget and policy framework by in-depth analysis of policy issues;

(ii) conduct research, community and other consultation in the

analysis of policy issues and possible options; (iii) consider mechanisms to encourage and enhance community

participation in the development of policy options; (iv) question Members of the Executive, Advisory Panels and/or

Committees and chief officers about their views on issues and proposals affecting the area; and

(v) liaise with other external organisations operating in the area,

whether national, regional or local, to ensure that the interests of local people are enhanced by collaborative working.

(b) Scrutiny

The Overview and Scrutiny Committee and Scrutiny Sub-Committee(s) may:

(i) review and scrutinise the decisions made by, and performance

of, the Executive, Portfolio Holders and/or Committees and Council officers both in relation to individual decisions and over longer periods of time;

(ii) review and scrutinise the performance of the Council in relation

to its policy objectives, performance targets and/or particular service areas;

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(iii) require the attendance of and question Members and chief officers about their decisions and performance, or in relation to particular decisions, initiatives or projects;

(iv) make recommendations to the Executive and/or appropriate

Committee and/or Council arising from the outcome of the scrutiny process;

(v) where partnership working permits, review and scrutinise the

performance of other public services in the area, by inviting reports from partners and requesting that they address the Overview and Scrutiny Committee and Scrutiny Sub-Committees about their activities and performance;

(vi) question and gather evidence from any person (with their

consent); and (vii) carry out the scrutiny of matters relating to the Health and

Social Care including those matters delegated to the Health and Social Care Scrutiny Committee.

(c) Finance

The Overview and Scrutiny Committee will exercise overall responsibility for any unallocated resources made available for scrutiny.

(d) Annual Report

The Overview and Scrutiny Committee will report annually to full Council on its workings and make recommendations for future work programmes and amend working methods, if appropriate.

6.04 Proceedings of the Overview and Scrutiny Committee and Sub-

Committees

The Overview and Scrutiny Committee and Sub-Committees will conduct their business in accordance with the Committee Procedure Rules set out in Part 4 of this Constitution.

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London Borough of Harrow – Article 7 October 2013 The Executive

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Article 7

The Executive

Introduction This Article sets out the basic composition of the Executive. The Rules of Procedure set out and determine how the Executive will operate and include arrangements for meetings, individual decision-making, and the Allocation of Responsibilities.

7.01 The Role of the Executive (also referred to as the Cabinet)

The Executive will exercise all of the local authority functions which are not the responsibility of any other part of the local authority, whether by law or under this Constitution.

The Executive will have responsibility for approving the following local choice plans:

• The Food Law Enforcement Service Plan;

• The Plans and Strategies which comprise the Housing Investment Programme;

• Adult Learning Plan;

• Local Agenda 21 Strategy;

• Quality Protects Management Action Plan; and any other non-statutory plans that, from time to time, may be considered their responsibility.

7.02 The Form and Composition of the Executive

The Council will appoint the Leader of the Council. The Leader will determine the size and membership of the Executive, will appoint Members to the Executive and appoint one of those Members as the Deputy Leader. When determining the allocation of responsibilities (see Part 3 of the Constitution) the Leader will also determine any delegations to individual Members (of the Executive) who will be known as Portfolio Holders. The Executive will consist of the Executive Leader together with at least two but not more than nine other Councillors

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There may be no co-optees, deputies nor substitution of Executive Members. Neither the Mayor nor Deputy Mayor of the Council may be appointed to the Executive. Members of the Executive may not be Members of the Overview or Scrutiny Committee or one of its sub-committees. Assistants to portfolio holders may be appointed by the Executive. Assistants will not be members of the Executive and will be unable to exercise any of the delegated powers of the portfolio holder. Assistants will be members of the Council.

7.03 The Leader

The Leader will be a Councillor elected to the position of Leader by the Council. The Leader will hold office until one of the following circumstances applies: (a) the Council holds its first meeting after the next whole Council

elections following his/her election as Leader (b) he/she resigns from the office; or (c) he or she is suspended from being a Councillor under Part III of the

Local Government Act 2000 (although he or she may be re-appointed at the end of the period of suspension); or

(d) he or she is no longer a Councillor; or (e) he/she is removed from office by resolution of the Council following

which the Council will elect a replacement Leader at the same or subsequent Council meeting.

7.04 Other Executive Members

Other Executive Members shall be appointed to the Executive by the Leader and shall continue in their roles on the Executive until one of the following circumstances applies:

(a) in the case of the Deputy Leader; the end of the term of office of the

Leader (b) they resign from office; or (c) they are suspended from being a Councillor under Part III of the Local

Government Act 2000 (although they may be re-appointed at the end of the period of suspension); or

(d) they are no longer Councillors; or

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(e) the Leader makes changes to the roles of Members of the Executive,

or (f) they are removed from office by the Leader. An Appendix to this Article lists the Councillors who have been appointed to the Executive and any portfolio responsibilities they hold. Part 3A of the Constitution includes a full description of the responsibilities of portfolio holders.

7.05 Vacancies in the Executive

If at any time a Member, by virtue of Article 7.04, ceases to be a Member of the Executive, the responsibilities of that Member shall be carried out by the Executive collectively until such time as the Leader has appointed a replacement, or where appropriate, re-appointed the Member concerned.

In the event that all Members of the Executive are removed or have been disqualified from office, the Head of Paid Service shall, in the interim, carry out the Executive functions.

7.06 Temporary Absence of Leader or other Portfolio Holder In the temporary absence of the Leader or other Portfolio Holder, decisions

may be taken in accordance with the Scheme of delegation relating to Portfolio Holders set out in Part 3 of the Constitution and the Delegated Power of Portfolio Holders in the Appendix to the Executive Procedure Rules).

7.07 Special Provision to take urgent action in an election year

(a) That following a Borough Election and until the day of the Annual Meeting the Leader or a Portfolio Holder will, if the political group to which they belong do not have a majority of members on the Council, consult and ensure consensus with the Leaders of one or more other groups that together form a majority of members on the Council;

(b) That following a Borough Election and until the day of the Annual

Meeting, if the Leader is not re-elected as a Councillor, the powers of the Leader shall be exercised by the Head of Paid Services in consultation with all group Leaders.

7.08 Proceedings of the Executive

Proceedings of the Executive will take place in accordance with the Executive Procedure Rules set out in Part 4 of this Constitution.

7.09 Responsibility for Functions

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The Chief Executive will maintain a list in Part 3 of this Constitution setting out which individual Members of the Executive, committees of the Executive, officers or joint arrangements, are responsible for the exercise of particular Executive functions.

These will usually be agreed each year at the Annual Council Meeting but may also be amended by the Council in the course of the year.

7.10 Executive sub-committees The Executive may establish sub-committees to carry out Executive

functions. Such committees must consist only of Executive members. 7.11 Advisory Panels The Executive may appoint Advisory Panels to assist in the carrying out of

Executive functions. Any such panels may not exercise any Executive functions and may only give advice or make recommendations to the Executive, Portfolio Holders or Council as appropriate. Non-Executive Members may be members of such Panels. Specific Procedural Rules apply to these Panels (see part 4 - Advisory Panel and Consultative Forum Procedure Rules) unless specifically approved otherwise by the Executive. The rules on political proportionality will apply to membership of Panels. The terms of reference of all Advisory Panels are set out in Part 3A of the Constitution.

7.12 Consultative Forums The Executive may appoint Consultative Forums. These non-decision

making bodies shall assist the Executive in consulting with service users, trades’ unions and other interested parties. They may make recommendations to the Executive (or elsewhere as appropriate) if a majority of the Council members on the Forum agree. The Procedure Rules for Advisory Panels and Consultative Forums apply to these forums subject to specific changes for membership and method or operation proposed by each Forum and approved by Council. The rules on political proportionality will apply to the appointment of Councillors to the Forums.

7.13 Assistants/Advisers to Portfolio Holders Non-Executive Councillors may be appointed as assistants/advisers to

Portfolio Holders. These assistants/advisers may not exercise any of the powers of a Portfolio Holder nor act in the absence of the Portfolio Holder. Confirmation of the appointment of any assistants/advisers must be given by the Executive.

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London Borough of Harrow – Article 8 July 2013 Regulatory and other Committees

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Article 8

Regulatory and Other Committees

Introduction The Council will establish Committees to discharge certain functions which are reserved for the Council and which the Executive may not determine.

8.01 Regulatory and Other Committees

The Council will have the following Committees, Sub-Committees and panels:

• Governance, Audit and Risk Management Committee

• Licensing and General Purposes Committee

> Chief Officers’ Employment Panel > Early Retirement Sub-Committee > Education Awards Appeals Panel > Licensing Panel > NNDR Discretionary Rate Relief Appeals Panel

> Personnel Appeals Panel > Social Services Appeals Panel

• Health and Wellbeing Board

• Overview and Scrutiny Committee > Call-In Sub-Committee > Call-in Sub-Committee (Education) > Performance & Finance Sub-Committee > Health and Social Care Scrutiny Sub Committee

• Pension Fund Committee

• Planning Committee

• Standards Committee

> Assessment Sub-Committee > Hearing Review Sub-Committee

These Committees, sub-committees and panels will discharge the functions described in Part 3A of this Constitution.

8.02 Membership of Committees of the Council

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London Borough of Harrow – Article 8 July 2013 Regulatory and other Committees

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The Council shall determine the size and membership of the Committees, sub-committees and panels listed above and described in Part 3 of the Constitution and shall appoint Members in accordance with the rules on political proportionality contained in the Local Government and Housing Act 1989 where this applies.

The Council shall appoint voting co-opted members to the Overview and

Scrutiny Committee and, where appropriate, to the Call-in sub-committees in the manner required by Regulations.

The Council may appoint persons other than Councillors to be non-voting

co-opted members to Committees.

Reserve members may be appointed to Committees and Panels by the Council in the manner prescribed by the Procedural Rules in Part 4 of this Constitution.

8.03 Matters reserved for Council

The following matters within the terms of reference of the Licensing and General Purposes Committee must be determined by the full Council but may be the subject of a recommendation by the Committee: q power to make, amend, revoke or re-enact by-laws;

q power to promote or oppose Parliamentary Bills;

q approval to the Statement of Accounts; q confirming the appointment of the Head of Paid Service; and

q changing the name of the area, confirming the title of honorary alderman

or freedom of the Borough.

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London Borough of Harrow – Article 9 April 2010 The Standards Committee

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Article 9

The Standards Committee

Introduction

The Standards Committee will strengthen and maintain high standards of conduct throughout the authority.

9.01 Standards Committee

The Council shall appoint a Standards Committee.

9.02 Composition

The Standards Committee is composed of:

(a) five Councillors

The Standards Committee does not have to comply with the rules on political proportionality. Only one member of the Executive may be a member of the Committee and that person may not chair the Committee. The Councillors on the Standards Committee will be appointed annually.

(b) three co-opted independent members

These will be people who are not Councillors or officers of the Council or members of any other body having a Standards Committee.

9.03 Reserves

The Council will appoint the same number of reserves in respect of each political group as that group holds ordinary seats on the Committee. If a group has an entitlement of less than three members on the Committee, they may appoint three reserve members to the Committee.

One independent member will be selected as reserve to act only in the event that any of the independent members resigns or is unable to continue as a member before the expiry of the term of appointment; that is, not to be able to act as a substitute at meetings which the ordinary member cannot attend. The reserve independent member will only be entitled to act as a member of the Committee if and when appointed by the Council.

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9.04 Frequency of meetings

There will be at least four meetings of the Standards Committee each year. Additional meetings may be called by agreement of all members of the Committee, or by the process described in Committee Procedure Rule 11.

9.05 Quorum

The quorum at a meeting of the Standards Committee shall be three members, one of whom must be an independent member. Where at least one independent member would be present, but is required to withdraw from the meeting because of a conflict of interest or other provision within the Council’s Code of Conduct, the requirement for the quorum to include at least one independent member shall not apply.

9.06 Role and Function

The Standards Committee will have the following roles and functions:

(a) promoting and maintaining high standards of conduct by Councillors, co-opted members and “church” and parent governor representatives;

(b) assisting Councillors, co-opted members and “church” and parent governor representatives to observe the Members’ Code of Conduct;

(c) advising the Council on the adoption or revision of the Members’ Code of Conduct;

(d) monitoring the operation of the Members’ Code of Conduct;

(e) developing and recommending local protocols to the Council to supplement the Members’ Code of Conduct;

(f) enforcing local protocols and applying sanctions in respect of breaches as appropriate;

(g) advising, training or arranging to train Councillors, co-opted members and “church” and parent governor representatives on matters relating to the Members’ Code of Conduct;

(h) granting dispensations to Councillors, co-opted members and “church” and parent governor representatives from requirements relating to interests set out in the Members’ Code of Conduct;

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(i) to keep under review and amend, as appropriate, the Protocol on Councillor/Officer Relations;

(j) to keep under review the Officer Code of Conduct and, ask Council for amendment or addition;

(k) to receive reports and keep a general overview of probity matters arising from Ombudsman investigations, Monitoring Officer reports, reports of the Chief Financial Officer and Audit Commission;

(l) to have oversight of the Council’s whistleblowing policy;

(m) to agree the policy for decisions on payments to those adversely affected by Council maladministration (under section 92 Local Government Act 2000)

(n) to establish sub-committees and working groups to deal with complaints that a member or a co-opted member has failed to comply with the Council’s Code of Conduct

(o) to consider any application received from any officer of the Authority for exemption from political restriction under Sections 1 and 2 of the Local Government and Housing Act 1989 in respect of the post held by that officer and may direct the Authority that the post shall not be considered to be a politically restricted post and that the post be removed from the list maintained by the Authority under Section 2(2) of that Act.

(p) upon the application of any person or otherwise, consider whether a post should be included in the list maintained by the Authority under Section 2(2) of the 1989 Act, and may direct the Authority to include a post in that list.

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London Borough of Harrow – Article 10 April 2010 Area Forums or Area Committees

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Article 10

Area Forums or Area Committees and Harrow Partnership Bodies

Introduction

This Article sets out the arrangements for area based meetings, consultative bodies and the arrangements for the Harrow Partnership

10.01 Area Forums or Area Committees

The Council may appoint Area Forums or Area Committees.

The membership of any Forum or Committee shall be drawn from the Members for the electoral wards of the Borough covered by that Forum or Committee.

The terms of reference for any Forums shall be as set out in Part 3 of the Constitution as agreed by the Council.

The Council may delegate to Area Committees powers relating to functions reserved to the Council and the Executive may also delegate powers relating to Executive functions. The terms of reference for any Area Committees and all delegations and any limitations and conditions to which those delegations are subject will also be set out in Part 3 of the Constitution.

10.02 Partnership Bodies

Harrow Strategic partnership

The HSP is a Local Strategic Partnership. Local Strategic Partnerships bring together the local authority, the Primary Care Trust, the local Police, business interests, the voluntary and community sector and other local interests to develop a long-term vision to improve the quality of life and services in the local area. This long-term vision is the Sustainable Community Strategy (SCS). The LSP also delivers the improvements in the local area agreement (LAA).

The HSP is an independent body although the Government expects the Council to take the lead in convening and supporting it. The HSP is responsible for deciding its own structures, decision-making arrangements and priorities. It must, however, keep the Sustainable Community Plan or Strategy updated and makes arrangements for delivering the range of targets included in the local area agreement made with Government. The Council acts as the legal and financial accountable body for the HSP.

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London Borough of Harrow – Article 10 April 2010 Area Forums or Area Committees

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Decisions and agreements made by the HSP are not binding on the Council or other partners unless and until they are ratified by Council or partners as appropriate. However, where the scope of the decision or agreement falls within the powers delegated to the Portfolio Holders representing the Council on the HSP, then their agreement to such a decision or agreement constitutes the Council’s approval of the decision or agreement.

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Article 11

Joint Arrangements

Introduction

This Article explains the arrangements for those functions that are administered jointly with other local authorities

11.01 Arrangements to promote well-being

The Council or the Executive, in order to promote the economic, social or environmental well-being of its area, may:

(a) enter into arrangements or agreements with any person or body;

(b) co-operate with, or facilitate or co-ordinate the activities of, any person or body; and

(c) exercise on behalf of that person or body any functions of that person or body.

11.02 Joint Arrangements

(a) The Council may establish joint arrangements with one or more local authorities to exercise functions, which are not Executive functions in any of the participating authorities, or advise the Council. Such arrangements may involve the appointment of joint committees with those other local authorities.

(b) The Executive may establish joint arrangements with one or more local authorities to exercise functions, which are Executive functions. Such arrangements may involve the appointment of joint committees with these other local authorities.

(c) If a joint committee is established which exercises both Executive and non-Executive functions, appointments will be made by the Council after the Executive has also agreed them.

(d) The Executive may only appoint Executive members to a joint committee exercising wholly or partly Executive functions except:

(i) where the joint committee has functions for only part of the area of the authority, and that area is smaller than two-fifths of the authority by area or population. In this case the members

London Borough of Harrow – Article 11 April 2010 Joint Arrangements

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appointed need not reflect the political composition of the local authority as a whole;

(ii) where the joint committee is required by statute; or

(iii) where the joint committee has five or more constituent councils.

(e) Details of any joint arrangements including any delegations to joint committees will be found in the Council’s Allocation of Responsibilities in Part 3 of this Constitution.

11.03 Access to Information

(a) The Access to Information Procedure Rules in Part 4 of this Constitution apply.

(b) If all the members of a joint committee are members of the Executive in each of the participating authorities then the Access to Information regime is the same as that applied to the Executive.

(c) If the joint committee contains members who are not on the Executive of any participating authority then the Access to Information Rules in Part VA of the Local Government Act 1972 will apply.

11.04 Delegation to and from other local authorities

(a) The Council may delegate non-Executive functions to another local authority or, in certain circumstances, the Executive of another authority.

(b) The Executive may delegate functions to another local authority or the Executive of another local authority in certain circumstances.

(c) The decision whether or not to accept such a delegation from another local authority shall be reserved to the Council.

11.05 Contracting Out

The Council, for those functions that are not Executive functions, and the Executive, in respect of Executive functions, may contract out to another body or organisation functions which may be exercised by an officer and which are subject to an order under section 70 of the Deregulation and Contracting Out Act 1994, or under contracting arrangements where the contractor acts as the Council’s agent under usual contracting principles, provided there is no delegation of the Council’s discretionary decision making.

London Borough of Harrow – Article 11 April 2010 Joint Arrangements

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London Borough of Harrow – Article 12 July 2013 Officers 2-32

Article 12

Officers

Introduction This Article describes the management structure of the Authority and the responsibilities of the statutory officers ‘Officers’ means all employees and staff engaged by the council to carry out its functions. Those engaged under short term, agency or other non-employed situations as well as those employed on a permanent basis are covered. 12.01 Management Structure

(a) General

The Council may engage such staff (referred to as officers) as it considers necessary to carry out its functions.

(b) Chief Officers

The Council will engage persons for the following posts, who will be designated chief officers:

Post Functions and areas of responsibility

Chief Executive (and Head of Paid Service)

Overall corporate management and operational responsibility (including overall management responsibility for all officers). Provision of professional advice to all parties in the decision making process. Representing the Council on partnership and external bodies (as requested by statute or the Council). Promote the importance of the ethical agenda and to sustain the highest standards of ethical behaviour on the part of the Council’s officers in the performance of their duties in accordance with the requirements of the Code of Conduct for Council Employees set out in Section 5B of the Constitution.

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Post Functions and areas of responsibility

Corporate Director Community Health and Wellbeing

Community Care, Mental Health, Health Partnerships, Adults and Elderly People, Promoting Independence, Commissioning & Partnership and Housing, Housing Strategies, Asset Management and Investment,

Corporate Director Children and Families

Safeguarding & Family Support, LCSB, CYPSP, Independent Review & Partnership, CAMHS Strategy, Young People’s Services, Special Needs and Education Support, Early Years, Childcare, Parenting & Extended Services.

Corporate Director Environment and Enterprise

Community & Cultural Services, Environment Services, Planning & Enterprise

Corporate Director of Resources

Shared Services, Finance & Procurement, Audit & Risk, ICT & eGovernment Customer Services, Strategy & Service Improvement, Human Resources, Legal & Governance Services.

(c) Statutory Officers

The Council will designate the following posts as shown:

Post Designation

Chief Executive

Head of Paid Service

Director of Finance and Assurance

Chief Financial Officer (Section 151 Officer)

Corporate Director of Children’s Services

Director of Children’s Services

Director of Adult Social Services


Director of Legal & Governance Services

Monitoring Officer

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Such posts will have the functions described in Articles 12.02 – 12.06 below.

(d) Departmental Structure

The Head of Paid Service will determine and publish a description of the overall departmental structure for the Council. This will outline the management structure and the deployment of officers.

(e) Delegations Some decisions are made by officers under approved delegated powers.

A list of all the functions delegated to chief officers is included in Part 3B of this Constitution.

12.02 Functions of the Head of Paid Service

(a) Discharge of functions by the Council

The Head of Paid Service will report to the full Council on the manner in which the discharge of the Council’s functions is co-ordinated, the number and grade of officers required for the discharge of functions and the organisation of officers.

(b) Restrictions on functions

The Head of Paid Service may not be the Monitoring Officer but may hold the post of Chief Finance Officer if a qualified accountant.

12.03 Functions of Monitoring Officer (a) Maintaining the Constitution

The Monitoring Officer will maintain an up-to-date version of the Constitution and will ensure that it is available to Members, staff and the public.

(b) Ensuring lawfulness and fairness of decision making

After consulting with the Head of Paid Service and Chief Finance Officer, the Monitoring Officer will report to the full Council, or to the Executive in relation to an executive function, if he/she considers that any proposal, decision or omission has given rise to maladministration. Such a report will have the effect of stopping the proposal or decision being implemented until the report has been considered.

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(c) Supporting the Standards Committee and advising on the Code of Conduct

The Monitoring Officer will contribute to the promotion and maintenance of high standards of conduct through provision of support to the Standards Committee. He or she will also provide advice to Members of the Council and act as the proper officer to receive complaints of failure to comply with the Code of Conduct.

(d) Proper officer for access to information

The Monitoring Officer is the ‘proper officer’ for this purpose, and will ensure that Executive decisions, together with the reasons for those decisions and relevant officer reports and background papers are made publicly available as soon as possible.

(e) Advising whether Executive decisions are within the budget and

policy framework

Where necessary, the Monitoring Officer will advise whether decisions of the Executive are in accordance with the budget and policy framework.

(f) Providing advice

The Monitoring Officer will provide advice on the scope of powers and authority to take decisions, maladministration, financial impropriety, probity and budget and framework issues to all Councillors.

(g) Register of Member’s financial and other interests The Monitoring Officer will establish and maintain a register of Members’

interests and gifts and hospitality. These registers will be open to public inspection at all reasonable times.

(h) Restrictions on posts

The Monitoring Officer cannot be the Chief Finance Officer or the Head of Paid Service.

12.04 Functions of the Chief Finance Officer

(a) Ensuring lawfulness and financial prudence in decision making After consulting with the Head of Paid Service and the Monitoring Officer, the Chief Finance Officer will report to:

• the full Council; or

• to the Executive in relation to an Executive function; and

• to Council’s external auditor

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if he or she considers that any proposal, decision or course of action will:

• involve incurring unlawful expenditure; or

• is unlawful and is likely to cause a loss or deficiency; or

• if the Council is about to enter an item of account unlawfully.

(b) Administration of financial affairs

The Chief Finance Officer will have responsibility for the administration of the financial affairs of the Council.

(c) Contributing to corporate management

The Chief Finance Officer will contribute to the corporate management of the Council, in particular through the provision of professional financial advice.

(d) Providing advice

The Chief Finance Officer will provide advice on the scope of powers and authority to take decisions, maladministration, financial impropriety, probity and budget and framework issues to all Councillors and will support and advise Councillors and officers in their respective roles.

12.05 Functions of the Director of Children’s Services

(a) Local education authority

The Director of Children’s Services will have responsibility for functions conferred on or exercisable by the authority in their capacity as a local education authority

(b) Social Services (relating to children)

The Director of Children’s Services will have responsibility for functions conferred on or exercisable by the authority, which are social services functions so far as those functions relate to children.

(c) Looked after children

The Director of Children’s Services will have responsibility for functions in relation to children looked after by the authority under section 23C to 24D of the Children Act 1989.

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(d) Improving well-being

The Director of Children’s Services will have responsibility for making arrangements with a view to improving the well-being of children in the authority’s area.

(e) Safeguarding and Welfare

The Director of Children’s Services will have responsibility for safeguarding and promoting the welfare of children.

(f) Establishing Information Databases

The Director of Children’s Services will establish and maintain information databases in relation to the well-being and safeguarding of children.

(g) Preparation and Publication Children’s and young people’s plan

The Director of Children’s Services will prepare and publish a Children’s and young people’s plan setting out the authority’s strategy for discharging their functions in relation to children and relevant young persons.

(h) Functions on behalf of an NHS Body

The Director of Children’s Services will have responsibility for function under section 31 of the Health Act 1988 on behalf of an NHS body so far as those relate to children.

(i) Any other function

The Director of Children’s Services will have responsibility any additional functions, as the authority considers appropriate.

12.06 Functions of the Director of Adult Social Services

Discharge of Functions by the Council The Director of Adult Social Services will have responsibility for all functions social services functions (other than those for which the Director of Children’s Services is responsible) in accordance with Section 6 of the Local Authority Social Services Act 1970 (as amended) by the Children Act 2004.

12.07 Duty to provide sufficient resources to the Monitoring Officer and Chief

Finance Officer

The Council will provide the Monitoring Officer and Chief Finance Officer with such officers, accommodation and resources that, in their opinion, are sufficient to allow their duties to be performed.

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12.08 Conduct

Officers will comply with the Officers’ Code of Conduct and the Protocol on Councillor - Officer Relations set out in Part 5 of this Constitution.

12.09 Employment

The recruitment, selection and dismissal of officers will comply with the Officer Employment Rules set out in Part 4 of this Constitution.

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Article 13

Decision-making

Introduction

This Article provides for the recording of decisions of the Council and the Executive and the principles governing those decisions

13.01 Responsibility for decision making

The Council will issue and keep up to date a record of what part of the Council or which individual has the responsibility for particular types of decisions or decisions relating to particular areas or functions. This record is set out in the Allocation of Responsibilities in Part 3 of the Constitution.

13.02 Principles of decision-making

All decisions of the Council will be made in accordance with the following principles:

proportionality (i.e. the action must be proportionate to the desired outcome);

due consultation and the taking of professional advice from officers;

respect for human rights;

a presumption in favour of openness;

clarity of aims and desired outcomes;

a recording of options considered and rejected.

13.03 Type of Decision

(a) Decisions reserved to full Council

Decisions relating to the functions listed in Article 4.02 will be made by the full Council and may not be delegated.

(b) Key Decisions

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A Key Decision is an executive decision which:

(i) is likely to result in the Council incurring expenditure which is, or the making of savings which are, significant having regard to the Council’s budget for the service or function to which the decision relates; or

(ii) is likely to be significant in terms of its effects on communities living or working in an area of two or more wards of the Borough.

A decision is significant for the purposes of (i) above if it involves expenditure or the making of savings of an amount in excess of £1m for capital expenditure or £500,000 for revenue expenditure or, where expenditure or savings are less than the amounts specified above, they constitute more than 50% of the budget attributable to the service in question.

Decision takers may only take key decisions in accordance with the requirements of Rule 23 of the Executive Procedure Rules set out in Part 4 of this Constitution.

13.04 Decision making by the Council

Subject to Article 13.09, the Council, the Executive, Overview and Scrutiny Committee and other Committees, sub-committees and panels established by the Council will follow the Procedure Rules relating to that body set out in Part 4 of this Constitution when considering any matter.

13.05 Decision making by the Executive

Subject to Article 13.09, the Executive will follow the Executive Procedure Rules set out in Part 4 of this Constitution when considering any matter.

13.06 Decision making by Overview and Scrutiny Committee and Scrutiny Sub-committees

Overview and Scrutiny Committee and Scrutiny sub-committees will follow the Overview and Scrutiny Procedure Rules set out in Part 4 of this Constitution when considering any matter.

13.07 Decision making by other Committees and sub-committees established by the Council


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Subject to Article 13.09, other Council Committees and sub-committees and panels will follow those parts of the Committee Procedure Rules set out in Part 4 of the Constitution as apply to them.

13.08 Decision making by Advisory Panels and Consultative Forums established by the Council

Subject to Article 13.09, or approval otherwise by the Cabinet, Advisory Panels and Consultative Forums will follow the Advisory Panel and Consultative Forum Procedure Rules set out in Part 4 of the Constitution.

13.09 Decision making by Council bodies acting as tribunals

The Council, a Councillor or an officer acting as a tribunal or in a quasi-judicial manner or determining or considering (other than for the purposes of giving advice) the civil rights or the criminal responsibility of any person will follow a proper procedure which accords with the requirements of natural justice and the right to a fair trial contained in Article 6 of the European Convention on Human Rights.


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London Borough of Harrow – Article 14 April 2010 Finance, Contracts and Legal Matters

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Article 14

Finance, Contracts and Legal Matters

Introduction

This Article refers to the Council’s Financial Regulations and Contract Procedure Rules found in Part 4 of this Constitution.

14.01 Financial Management

The management of the Council’s financial affairs will be conducted in accordance with the Financial Regulations set out in Part 4 of this Constitution.

14.02 Contracts

Every contract made by the Council will comply with the Contract Procedure Rules set out in Part 4 of this Constitution.

14.03 Legal Proceedings

The Director of Legal and Governance Services is authorised to:

(a) institute, defend or participate in any legal proceedings, in any Court or Tribunal and in any case where such action is necessary to give effect to decisions of the Council, or in any case where he or she considers that such action is necessary to protect the Council’s interests.

(b) delegate to officers authority to institute, defend or participate in any legal proceedings, in any Court or Tribunal and in any case where such action is necessary to give effect to decisions of the Council, or in any case where he or she considers that such action is necessary to protect the Council’s interests

(c) authorise officers to appear in any court or tribunal on the Council’s behalf.

14.04 Authentication of Documents

Where any document is necessary to any legal proceedings or proceedings on behalf of the Council, it will be signed by the Director of Legal and Governance Services or another person authorised by him or her, unless any enactment otherwise authorises or requires, or the Council has given requisite authority to some other person.

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Any contract entered into on behalf of the Council in the course of the discharge of an Executive function shall be in writing. Subject to the Contract Procedure Rules set out in Part 4 of the Constitution, such contracts must either be signed by at least two officers of the authority or made under the common seal of the Council.

14.05 Common Seal of the Council

The Common Seal of the Council will be kept in a safe place in the custody of the Director of Legal and Governance Services. A decision of the Council, or of any part of it, will be sufficient authority for sealing any document necessary to give effect to the decision. The Common Seal will be affixed to those documents, which, in the opinion of the Director of Legal and Governance Services, should be sealed. The Director of Legal and Governance Services will witness the affixing of the Common Seal or some other person authorised by him or her.

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Article 15

Review, Revision and Publication of the Constitution

Introduction

This Article provides for the review and method of changing the Constitution, and for its publication

15.01 Duty to monitor and review the Constitution

The Council will monitor and review the Constitution to ensure that the aims and principles of the Constitution are given full effect.

15.02 Change from a Leader and Executive form of governance to alternative arrangements, or vice versa.

The Council must take reasonable steps to consult with local electors and other interested persons in the area when drawing up proposals for a change in the form of governance and shall comply with any statutory requirements in relation to such changes.

15.03 Changes to the Constitution

(a) Subject to 15.04 and 15.05 below, changes to the Constitution will only be effective if approved by full Council.

(b) The Chief Executive, having first consulted with the Leader of the political groups or their nominees may present a report direct to Council proposing changes to the Constitution. The Chief Executive will consult the Monitoring Officer and/or the Section 151 Officer as appropriate. A senior member of each political party will be nominated as a point of contact on constitutional issues.

15.04 Codes and Protocols

Subject to any statutory requirements, the Codes and Protocols and other documents in Part 5 of the Constitution may be amended by the body that created them without Council approval except for the Code of Conduct for Members which is reserved to Council.

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15.05 Minor and Administrative changes by the Monitoring Officer

Minor and administrative changes to the Constitution may be made by the Monitoring Officer, following consultation with the Chief Executive, in order to ensure the aims and principles of the Constitution are given full effect. All such changes must be reported to the Council as soon as possible after the change is made.

15.06 Publication

(a) The Monitoring Officer will provide a printed copy of this Constitution to each Member of the Council upon delivery to him or her of that individual’s declaration of acceptance of office, following election to office.

(b) The Monitoring Officer will ensure that copies are available for inspection at council offices, libraries and other appropriate locations, and can be purchased by members of the public and press on payment of a reasonable fee.

(c) The Monitoring Officer will ensure that the summary of the Constitution is made widely available within the area and updated as necessary.

(d) The Monitoring Officer will ensure that a record is kept of any changes to the Constitution. Amendments to the Constitution will be published as soon as practicable after any substantial changes have been made to it.

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Article 16

Interpretation and Suspension of the Constitution

Introduction

This Article ensures that the Articles of the Constitution cannot be suspended and aims to provide certainty and stability to the fundamental aspects of the Council’s governance

16.01 Interpretation

The ruling of the Mayor as to the construction or application of this Constitution or as to any proceedings of the Council shall not be challenged at any meeting of the Council. Such interpretation will have regard to the purposes of this Constitution contained in Article 1.

16.02 Suspension of the Constitution

The Articles of this Constitution may not be suspended. Other Rules and Protocols may be suspended by the body to which they apply (or if no such body by the Council) to the extent permitted within those Rules, and Protocols and the law.

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PART 3

Allocation of Responsibilities

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PART 3

ALLOCATION OF RESPONSIBILITIES Page

No. 3A Matters reserved to the Council and Terms of reference and delegations of duties to Committees, and Sub- Committees of Council, Other Statutory Committees and 3 - 1 Cabinet, Portfolio Holders, Advisory Panels of the Cabinet and Consultative Forums 3A-1 Schedule to the terms of reference at 3A – Functions 3 - 50

not to be the responsibility of the Executive 3B Scheme of Delegation to Officers 3 - 71

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London Borough of Harrow September 2013 Allocation of Responsibilities

PART 3A

TERMS OF REFERENCE OF

COUNCIL, THE CABINET, PORTFOLIO HOLDERS,

COMMITTEES AND SUB-COMMITTEES OF THE COUNCIL,

ADVISORY PANELS OF THE CABINET AND

CONSULTATIVE FORUMS

GENERAL INDEX

PAGE NO. A Assessment Sub-Committee (Standards Committee) 3 - 19 C CABINET 3 - 22 Call-In Sub-Committee (Overview and Scrutiny Committee) 3 - 14 Call-In Sub-Committee – Education (Overview and Scrutiny Committee) 3 - 14 Chief Officers’ Employment Panel (Licensing and General Purposes

Committee) 3 - 10

Corporate Parenting Advisory Panel (Cabinet) 3 – 39 COUNCIL 3 -1 E Early Retirement Sub-Committee (Licensing and General Purposes Committee)

3 – 11

Employees’ Consultative Forum (Cabinet) 3 – 46 G Grants Advisory Panel (Cabinet) 3 – 40 Governance, Audit and Risk Management Committee 3 – 4 H Harrow Business Consultative Advisory Panel (Cabinet) 3 – 41 Health and Wellbeing Board 3 – 5 Hearing Review Sub-Committee (Standards Committee) 3 – 19 Health and Social Care Sub-Committee (Overview and Scrutiny) 3 – 15

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London Borough of Harrow September 2013 Allocation of Responsibilities

L LICENSING AND GENERAL PURPOSES COMMITTEE (Council) 3 – 10 Licensing Panel (Licensing and General Purposes Committee) 3 – 11 Local Development Framework Advisory Panel (Cabinet) 3 – 42 M Major Developments Advisory Panel (Cabinet) 3 – 42 Member Development Advisory Panel (Cabinet) 3 – 43 N NNDR Discretionary Rate Relief Appeal Panel (Licensing and General Purposes Committee)

3 – 12

O OVERVIEW AND SCRUTINY COMMITTEE (Council) 3 – 13 P Pension Fund Committee 3 – 16 Performance & Finance Sub-Committee (Overview & Scrutiny Committee) 3 – 16 Personnel Appeals Panel (Licensing and General Purposes Committee) 3 – 12 PLANNING COMMITTEE 3 – 17 PORTFOLIO HOLDERS 3 – 23 S School Placement Panel (Cabinet) 3 – 44 Social Services Appeals Panel (Licensing and General Purposes Committee)

3 – 13

Standing Advisory Council for Religious Education (Statutory Committee) 3 – 21 STANDARDS COMMITTEE (Council) 3 – 17 Supporting People Advisory Panel (Cabinet) 3 – 45 T Tenants’, Leaseholders’ and Residents’ Consultative Forum (Cabinet) 3 – 47 Traffic and Road Safety Advisory Panel (Cabinet) 3 – 45

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London Borough of Harrow February 2014 Allocation of Responsibilities

3 - 1

MATTERS RESERVED TO THE COUNCIL AND

TERMS OF REFERENCE AND DELEGATION OF

DUTIES TO COMMITTEES & SUB-COMMITTEES

OF THE COUNCIL

COUNCIL

The Full Council

1. Powers and Duties of the full Council

(a) adopting and changing the Constitution;

(b) approving or adopting the policy framework and the budget;

(c) approving the statement of accounts; (d) approving any application to the Secretary of State in respect of any

Housing Land Transfer;

(e) appointment of the Mayor; (f) determining the size of the Executive;

(g) appointing the Leader and Members of the Executive; (h) approving annually the Allocation of Responsibilities in Part 3 of the

Constitution;

(i) subject to the urgency procedure contained in the Access to Information Procedure Rules in Part 4 of this Constitution, making decisions about any Executive functions which are contrary to the policy framework or contrary to or not wholly in accordance with the budget where these have been referred to the Council by the Call In sub-committee;

(j) agreeing and/or amending the terms of reference for the Committees

of the Council, deciding on their composition and making appointments to them;

(k) adopting the Scheme of Members’ Allowances set out in Part 6 of the

Constitution;

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(l) appointing the independent members of the Standards Committee;

(m) changing the name of the area, conferring the title of honorary

alderman or freedom of the borough; (n) confirming the appointment or the dismissal of the Head of Paid

Service; (o) making, amending, revoking, re-enacting or adopting by-laws and

promoting or opposing the making of local legislation or personal bills; (p) to determine the meaning of “significant” in relation to “key” decisions

(Article 13 refers); (q) deciding whether to make a delegation of a non-Executive function or

accept a delegation of a non-Executive function from another Authority;

(r) to receive reports and consider recommendations from the Executive, Scrutiny, Standards and other Committees as appropriate; and

(s) making appointments of Members to outside bodies; and (t) all other matters which by law must be reserved to Council.

Note: The items listed in Schedule 3A -1 in this part of the Constitution may not be the responsibility of the Executive and will be discharged by the Council, one of its Committees or an officer.

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COMMITTEES/SUB-

COMMITTEES

OF THE COUNCIL

Governance, Audit and Risk Management Committee

Health and Wellbeing Board

Licensing and General Purposes Committee

Chief Officers’ Employment Panel

Early Retirement Sub-Committee

Licensing Panel

National Non-Domestic Rate: Discretionary Rate Relief Appeal Panel

Personnel Appeals Panel

Social Services Appeals Panel

Overview and Scrutiny Committee

Call-In Sub-Committee

Call-in Sub-Committee (Education)

Health and Social Care Scrutiny Sub-Committee

Performance & Finance Sub-Committee

Pension Fund Committee

Planning Committee

Standards Committee

Assessment Sub-Committee

Hearing Sub-Committee

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GOVERNANCE, AUDIT AND RISK MANAGEMENT COMMITTEE

The Governance Audit and Risk Management Committee has the following powers and duties: a) To ensure that the Council’s governance framework is in line with current

guidance and best practice b) To review the Council’s governance framework and annual improvement plan

and monitor progress c) To review the Council’s risk management strategy and monitor progress on

risk management d) To monitor the Council’s insurance arrangements e) To review the Council’s emergency planning and business continuity

arrangements and monitor progress on emergency planning and business continuity

f) To review the Council’s Health and Safety arrangements and monitor progress

on Health and Safety g) To approve the financial statements of the authority, in particular:

• The outcome of reviews of the effectiveness of the internal control

arrangements including internal audit

• Changes in and compliance with accounting policies and practices

• Unadjusted mis-statements in the financial statements

• Major judgemental areas

• Significant adjustments resulting from the audit

• Any relevant issues raised in the external auditor’s report to those charged

with governance

• the Annual Governance Statement prior to sign-off

h) To review the Treasury Management strategy and monitor progress on treasury management in accordance with CIPFA codes of practice

i) To monitor compliance with internal controls j) To consider matters arising from External Audit work which are required to be

communicated to those charged with governance under the Statement of

Auditing Standards (ISA260) k) To receive and consider the Annual Audit and Inspection Letter (or equivalent)

and make recommendations as appropriate

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l) To scrutinise/comment on the Internal Audit three year strategic plan and annual plan

m) To monitor progress against the Internal Audit plan and receive summaries of

audit work completed and key recommendations n) To consider all individual Internal Audit reports on a regular basis o) To scrutinise/comment on the External Audit plan and fees p) To monitor progress against the External Audit plan and receive summaries of

audit work completed and key recommendations q) To consider individual External Audit reports and inspection reports carried out

by external agencies as appropriate and at the request of the Committee. r) To review the management response to audit and regulatory recommendations

and progress on implementation of recommendations s) To recommend action where audit and regulatory recommendations are not

being implemented t) To monitor on a regular basis the Council’s approach to tackling fraud and

corruption and promote an anti-fraud culture

u) To consider the appointment of co-opted members and review the adequacy of

meeting frequencies in response to the Committee’s remit v) To appoint and maintain appropriate Lead Members from the Committee to

monitor, review and update on specific areas of the Committee’s remit.

HEALTH AND WELLBEING BOARD

1. Accountability

The Health and Wellbeing Board is set up in accordance with section 102 of the Health and Social Care Act 2012. The Council can choose to delegate decision making powers to the Health and Wellbeing Board. Any recommendations are subject to the agreement of the Leader of the Council if they are not covered by the delegated authority. The Board will undertake a review within 6 months to agree what decision making powers if any are required. These will then need to be agreed by Full Council. Members of the Board will be required to abide by the Code of Conduct.

2. Purpose of the Board

2.1. The Government proposes that statutory health and wellbeing boards

will have 3 main functions:

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• to assess the needs of the local population and lead the statutory joint strategic needs assessment

• to promote integration and partnership across areas, including through promoting joined up commissioning plans across NHS, social care and public health

• to support joint commissioning and pooled arrangements, where all parties agree this makes sense

The Board will cover both adult and children’s issues.

2.2. The purpose of the Board is to improve health and wellbeing for the

residents of Harrow and reduce inequalities in outcomes. The Board will hold partner agencies to account for delivering improvements to the provision of health, adult and children’s services social care and housing services.

3. Key Responsibilities

3.1. The key responsibilities of the Health and Wellbeing Board shall be:

3.1.1. To agree health and wellbeing priorities for Harrow

3.1.2. To develop the joint strategic needs assessment

3.1.3. To develop a joint health and wellbeing strategy

3.1.4. To promote joint commissioning

3.1.5. To ensure that Harrow Council and the CCG commissioning

plans have had sufficient regard to the Joint Health and

Wellbeing strategy

3.1.6. To have a role in agreeing the commissioning arrangements

for local Healthwatch

3.1.7. To consider how to best use the totality of resources available

for health and wellbeing.

3.1.8. To oversee the quality of commissioned health services

3.1.9. To provide a forum for public accountability of NHS, public

health, social care and other health and wellbeing services

3.1.10. To monitor the outcomes of the public health framework, social

care framework and NHS framework introduced from April

2013)

3.1.11. To authorise Harrow’s Clinical Commissioning Group annual

assessment

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3.1.12. To produce a Pharmaceutical Needs Assessment and revise

every three years (First PNA to be produced by 1st April 2015)

3.1.13. Undertake additional responsibilities as delegated by the local

authority or the Clinical Commissioning Group e.g. considering

wider health determinants such as housing, or be the vehicle

for lead commissioning of learning disabilities services.

4. Membership

4.1. The Chair of the Board will be nominated by the Leader of Harrow

Council.

4.2. The voting membership will be:

• Members of the Council nominated by the Leader of the Council (4)

• Chair of the Harrow Clinical Commissioning Group (vice chair)

• GP representative of the Harrow Clinical Commissioning Group

• A further representative of the Harrow Clinical Commissioning Group

• Chair of Healthwatch

4.3. The following Advisors will be non-voting members:

• Director of Public Health

• Chief Officer, Voluntary and Community Sector

• Senior Officer of Harrow Police

• Accountable Officer – CCG

• Chief Operating Officer – CCG

• Corporate Director Community, Health and Wellbeing

• Corporate Director Children’s Services

• Director Adult Social Services

4.4. The voluntary and community sector representative shall be nominated by the Voluntary Community Sector Forum on an annual basis.

4.5. Members are appointed annually. Members of the Board shall each name a reserve who will have the authority to make decisions in the event that they are unable to attend a meeting.

4.6. Board members shall sign a register of attendance at each meeting and should not normally miss more than one meeting within a financial year.

4.7. The chair of the Clinical Commissioning Group will serve as the vice chair of the Health and Wellbeing Board.

4.8. Providers will be invited to attend meetings as required depending on the subject under discussion.

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4.9. Participation of the NHS Commissioning Board

4.9.1. The National Health Service Commissioning Board must appoint a representative to join Harrow’s Health and Wellbeing Board for the purpose of participating in the Boards preparation of the JSNA and JHWS

4.9.2. The Health and Wellbeing Board can request the participation of the NHS Commissioning Board representative when the Health and Wellbeing Board is considering a matter that relates to the exercise or proposed exercise of the commissioning functions of the National Health Service Commissioning Board in relation to Harrow

4.10. Meeting Frequency

4.10.1. The Board shall meet bi monthly subject to review

4.10.2. An extraordinary meeting will be called when the Chair considers this necessary and/or in the circumstances where the Chair receives a request in writing by 50% of the voting membership of the Board

4.11. Health and Wellbeing Board Executive

4.11.1. The purpose of the Health and Wellbeing Board Executive is to:

• Develop and deliver a programme of work based on the Joint Commissioning priorities and the Joint Health and Wellbeing Strategy

• Shape future years joint commissioning

• Shape the agenda for future HWB meetings

• Engage and understand the views of different organisations (including providers)

• Bring together a collective view of partners and providers to the six weekly Health and Wellbeing Board

• Share Commissioning Intentions and common priorities

• Govern and quality assure the Health and Wellbeing Board work programme

• Be aware and discuss emerging policy and strategy

• Problem Solving

• The meetings of the Executive will be scheduled to meet before the Board.

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4.12. Local Safeguarding Boards

4.12.1. The Council’s two Local Safeguarding Boards have a horizontal link to the Health and Wellbeing Board and include:

4.12.1.1. Local Safeguarding Adults Board

4.12.1.2. Harrow Local Children’s Safeguarding Board

4.13. Sub Groups

4.13.1. The Board will review each year which sub groups are to be established based on the Boards priority areas

4.13.2. The Sub Groups will ensure that the views of patients and service users are included.

4.13.3. Sub groups will be informal officer level groups.

4.13.4. Sub groups should provide a copy of their previous minutes or a list of issues for discussion at alternate Health and Wellbeing Board meetings to be considered by members.

4.14. Conduct of Meetings

4.14.1. Meetings of the Board will be held in public except where the public are excluded from the meeting by resolution in accordance with Access to Information Act.

4.14.2. The quorum of the Board shall be 50% of the voting membership – however there must be attendance of at least one voting member from both the Council and the Clinical Commissioning Group. Should the quorum not be secured the meeting will not take place.

4.14.3. Decisions shall be made on the basis of a show of hands of a majority of voting members present. The Chairman will have a second or casting vote.

4.14.4. Each meeting will have provision for the public to ask questions. There will be a total limit of 15 minutes for the asking and answering of public questions.

4.14.5. Harrow Council Democratic Services will service the meetings including the preparation and circulation of agenda and the production of minutes.

4.14.6. Minutes of the meetings will be available on the website of the council.

4.14.7. The chair shall sign off the minutes as a true and accurate record of the meeting.

4.14.8. Agendas and supporting papers will be available on the website of the council at least five working days before the meeting.

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LICENSING AND GENERAL PURPOSES COMMITTEE

The powers and the duties of the Licensing and General Purposes Committee are:

(a) To consider all matters which the Local Authorities (Functions and Responsibilities) (England) Regulations 2000 and 2001 (as amended) listed by Committee in the Schedule to this document, which are required not to be the responsibility of the Executive, save for those matters delegated to other

Committees of the Council;

(b) To carry out the functions under any relevant statutory provision within the

meaning of Part I (Health, safety and welfare in connection with work, and control of dangerous substances) of the Health and Safety at Work Act 1974, to the extent that those functions are discharged otherwise than in the authority’s capacity as an employer;

(c) To keep under review and to determine the arrangements for the holding of

elections and any referendums within the Borough and to initiate or respond to any proposals to the change of ward, constituency or Borough boundaries;

(d) The determination of applications under the Council’s Personal Injury

Allowance Scheme.

(e) To determine all matters and duties on the authority imposed by legislation,

regulations orders, codes, and similar provisions for:

• All activities under the Licensing Act 2003

• Food safety and control.

• Animal health, welfare, safety and control.

• Gaming, betting, lotteries and related amusements

• Crime and disorder issues related to the above duties.

CHIEF OFFICERS’ EMPLOYMENT PANEL The Chief Officers’ Employment Panel has the following powers and duties: (a) to make recommendations to Council on the appointment or dismissal of the

Head of Paid Service;

(b) to appoint and dismiss Chief Officers;

(c) to approve any severance packages for Officers of £100,000 or over irrespective of the grade of Officer. The definition of severance package is in accordance with the DCLG supplementary statutory guidance ‘Openness and accountability in local pay: Guidance under section 40 of the Localism Act 2011 issued in February 2013;

(d) to approve remuneration packages of £100,000 or over for any Council post;

and

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(e) to report back to Council for information purposes on all such approved severance and remuneration packages.

EARLY RETIREMENT SUB-COMMITTEE The Early Retirement Sub-Committee has the following powers and duties: (1) To determine cases that satisfy the Early Retirement provision under

Regulation 26 of the Local Government Pension Scheme Regulations 1997 (as amended), and to exercise discretion under Regulations 8 of the Local Government (Early Termination of Employment) (Discretionary Compensation) (England and Wales) Regulations 2000 (as amended, subject to the conditions now agreed in respect of all staff, excluding Chief Officers;

(2) To apply the arrangements set out in (1) above to Chief Officers where the

application has been recommended by the Chief Executive, either on the grounds of redundancy, or in the interests of the efficiency of the service, and where the application was instigated by the Chief Executive in consultation with the leaders of the political groups.

LICENSING PANEL (i) To determine applications and to make Orders in respect of:

• licences, permits, registrations and certificates;

• Rights of way, footpaths and bridleways and the enjoyment of the highway;

• Street naming and numbering;

• Markets and fairs and other street trading;

• Car park orders and variations;

• Registration of common land, town greens and variations of rights of common;

where objections have been received.

(ii) To determine applications and to make Orders in respect of:

• Safety certificates for sports grounds;

• Matters regarding film classification;

• Rules and Regulations established by the authority;

• Fees issues within the terms of reference of the Panel;

• Applications under Part II and Schedule 3 of the Local Government (Miscellaneous Provisions Act 1982) as amended from time to time.

(iii) To determine waivers and variations on matters determined by the Licensing

and General Purposes Committee, Cabinet or Council.

(iv) specific delegations under the Licensing Act 2003 and Gambling Act 2005 are

set out in the Licensing Policy and Statement of Principles under Gambling Act 2005.

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(v) Without prejudice to the generality of the above sections, in the case of

alcohol control provisions in the Licensing Act 2003 as might be amended, and related legislation, regulations, orders, guidance, etc, to determine the following matters:

Applications for personal licences where:

• Representations have been made, but remain unresolved.

• Applicants have relevant unspent convictions.

Matters relating to the licensing, certification and authorisation at premises

where:

• Representations have been made to an application, but remain unresolved.

• There is an unresolved police representation to an application to vary a designated personal licence holder, or to the transfer of a premises licence.

• There is an unresolved police representation to the application for an interim authority, or to a Temporary Event Notice.

• An application is made for the review of a premises licence or club premises certificate.

• Matters of an exceptional nature that in the officer’s opinion justify consideration by the Licensing Panel.

[Appeals against decisions of the Licensing Panel must be made to the Magistrates’ Court.]

NATIONAL NON-DOMESTIC RATE: DISCRETIONARY RATE RELIEF APPEAL

PANEL

The National Non-Domestic Rate Discretionary Rate Relief Appeal Panel has the following powers and duties:

• To determine appeals in respect of all categories of discretionary rate relief.

PERSONNEL APPEALS PANEL The Personnel Appeals Panel has the following powers and duties:

• To consider and decide upon appeals against disciplinary action.

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SOCIAL SERVICES APPEALS PANEL The Social Services Appeals Panel has the following powers and duties: (a) To review in accordance with the Children (Secure Accommodation)

Regulations 1991 the keeping of children in secure accommodation; (b) In accordance with the Mental Health Act 1983, to decide whether to discharge

patients from guardianship; (c) In accordance with procedures and guidance given under the Children Act

1989 and the National Health Service and Community Care Act 1990, and when requested to do so by a dissatisfied complainant, to review decisions made relating to complaints.

Note: Appeals Panels reviewing the keeping of a child in secure accommodation will be chaired by an Independent Person. Appeals hearing complaints under the Children Act 1989 and the National Health Service and Community Care Act 1990 will comprise 3 Independent Persons

OVERVIEW AND SCRUTINY COMMITTEE

The Overview and Scrutiny Committee has the following power and duties: 1. To oversee an agreed work programme that can help secure service

improvement through in-depth investigation of poor performance and the development of an effective strategy/policy framework for the council and partners;

2. To have general oversight of the council’s scrutiny function; 3. To offer challenge and critical support to the Executive’s policy development

function and the long-term strategic direction of the borough; 4. To anticipate policy changes and determine their potential impact on residents

and to recommend changes where these are appropriate; 5. To consider the council and partners’ strategic approach to service delivery,

using, where necessary, the power of overview and scrutiny committees to receive information from partner agencies and to require partner authorities to respond to reports and recommendations from the Committee, as set out under Part Five of the Local Government and Public Involvement in Health Act 2007;

6. To undertake detailed investigation of service/financial performance in order to

recommend policy changes to the Executive and to commission investigations by the Performance and Finance Sub-Committee;

7. To have regard, in carrying out its functions, to the requirement to involve local

representatives, as set out in Part Seven of the Local Government and Public Involvement in Health Act 2007;

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8. To report scrutiny findings and recommendations to the Executive within 8 weeks of being published or to its next meeting, whichever is the sooner, in accordance with the council’s constitution

9. To consider items included in the Forward Plan; 10. To consider Councillor Call for Action in terms of

a. Local Government Matters (Section 119, Local Government and Public Involvement in Health Act 2007)

b. Local Crime & Disorder Matters (Section 19, Police & Justice Act 2006) 11. To discharge the functions conferred by Section 21(f) of the Local Government

Act 2000 of reviewing and scrutinising, in accordance with regulations under Section 7 of the Health and Social Care Act 2001, matters relating to the planning, provision and operation of health services in Harrow.

12. To respond to consultations from local health trusts, Department of Health and

any organisation which provides health services outside the local authority’s area to inhabitants within it.

13. To call senior officers to give evidence in response to petitions and/or to review

the actions taken by the Council in response to petitions in accordance with the Council’s Petition Scheme.

CALL- IN SUB-COMMITTEE

The Call-In Sub-Committee has the following powers and duties:

(a) to examine decisions of the Executive which are taken but not implemented,

and which are ‘called in’ in accordance with the Committee Procedure Rules; (b) to refer matters called in to the decision taker with reasons and

recommendations for changes; (c) to refer Executive decisions to full Council if they consider they are contrary to

the policy framework or contrary to or not wholly in accordance with the budget

CALL- IN SUB-COMMITTEE – EDUCATION

The Call-In Sub-Committee has the following powers and duties in relation to Education Matters:

(a) to examine decisions of the Executive which are taken but not implemented,

and which are ‘called in’ in accordance with the Committee Procedure Rules; (b) to refer matters called in to the decision taker with reasons and

recommendations for changes;

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(c) to refer Executive decisions to full Council if they consider they are contrary to the policy framework or contrary to or not wholly in accordance with the budget

HEALTH AND SOCIAL CARE SCRUTINY SUB-COMMITTEE

The Health and Social Care Scrutiny Sub-Committee has the following powers and duties:

1. To be the key driver of the scrutiny function’s health and social care scrutiny

programme and maintain relationships with health and social care colleagues and partners in relation to shared stated priorities, in consultation with the Overview & Scrutiny Committee.

2. To be responsible in accordance with Regulation 28 of the Local Authority

(Public Health and Wellbeing Boards and Health Scrutiny) Regulations 2013 for scrutiny of the Council’s health functions other than the power under Regulation 23(9) to make referrals to the Secretary of State.

3. To recommend to Council that a referral be made to the Secretary of State

under Regulation 23(9) of the Local Authority (Public Health, Health and Wellbeing and Health Scrutiny) Regulations 2013.

4. To have specific responsibility for scrutiny of the following functions:

§ Health and social care infrastructure and service § NHS England, Clinical Commissioning Groups (CCGs) and the Health and

Wellbeing Board § Public Health § Other policy proposals which may have an impact on health, public health,

social care and wellbeing § Collaborative working with health agencies § Commissioning and contracting health services

5. To review the planning, provision and operation of Health services in Harrow

and ensure compliance with Regulation 21(1) of the Local Authority (Public Health, Health and Wellbeing Boards and Health Scrutiny) Regulations 2013 by inviting and taking account of information and reports from local health providers and other interested parties including the local HealthWatch.

6. Where a referral is made through the local HealthWatch arrangements, to

comply with Regulation 21(3) of the Local Authority (Public Health, Health and Wellbeing Boards and Health Scrutiny) Regulations 2013 by ensuring that the referral is acknowledged within 20 days and that the referrer is informed of any action taken.

7. Where appropriate, to consider and make recommendations for response to

NHS consultations on proposed substantial developments/variations in health services that would affect the people of LB Harrow.

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8. Where appropriate, to consider and make recommendations for response to consultations from local health trusts, Department of Health, Care Quality Commission and any organisation which provides health services outside the local authority’s area to inhabitants within it.

9. Continue to seek the development of relationship with NHS England, CCGs,

Health and Wellbeing Boards, Care Quality Commission, HealthWatch and the Local Medical Council.

(Note: Members of the Executive or members of the Health and Wellbeing Board may not be members of the Health and Social Care Scrutiny Sub Committee. Any health matter requiring an urgent decision/comment before the next meeting of the Health & Social Care Sub-Committee will be considered by the Overview and Scrutiny Committee if that is sooner).

PERFORMANCE & FINANCE SUB-COMMITTEE

The Performance and Finance Sub-Committee has the following powers and duties: 1. To be the key driver of the scrutiny function’s work programme and the body

responsible for monitoring the performance of the council and partners in relation to their stated priorities;

2. To consider/monitor, on an exception basis, the financial and service

performance of the organisation; 3. To consider/monitor the performance of the council’s partners; 4. To undertake specific investigation of identified ‘hot spots’ through Q&A,

reports or challenge panels – subject to endorsement by the Overview and Scrutiny Committee;

5. To refer ‘hot spots’ to the Overview and Scrutiny Committee for more detailed

investigation where necessary; 6. To consider such urgent items as are appropriate – ad hoc, Councillor Calls

for Action, area scrutiny.

PENSION FUND COMMITTEE The Pension Fund Committee has the following powers and duties: 1. to exercise on behalf of the Council, all the powers and duties of the Council

in relation to its functions as Administering Authority of the LB Harrow Pension Fund (the fund), save for those matters delegated to other Committees of the Council or to an Officer;

2. the determination of applications under the Local Government

Superannuation Regulations and the Teachers’ Superannuation Regulations;

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3. to administer all matters concerning the Council’s pension investments in accordance with the law and Council policy;

4. to establish a strategy for the disposition of the pension investment portfolio;

and 5. to appoint and determine the investment managers’ delegation of powers of

management of the fund.

PLANNING COMMITTEE The Planning Committee has the following powers and duties: 1. To exercise the functions of the council as local planning authority under the

Town and Country Planning Act 1990 and other planning and subordinate legislation with the exception that:

a) the preparation, maintenance and updating of the Local Development

Framework; and b) the consideration of any policy matter concerning the planning of the

Borough, including the development of major sites but not the determination of any planning application;

shall be matters to be determined by the Cabinet.

2. To determine applications for certificates under section 17 of the Land

Compensation Act 1961. 3. To consider and, if appropriate, serve Article 4 Directions removing permitted

development rights in accordance with the Town and Country Planning General (Permitted Development) Order 1990.

4. To determine and enforce building regulations. 5. All other functions relating to town and country planning and development

control as set out in the Local Authorities (Functions and Responsibilities) (England) Regulations 2000 (as amended) listed by Committee in the schedule to this document.

STANDARDS COMMITTEE

The Standards Committee will have the following powers and duties: (a) promoting and maintaining high standards of conduct by Councillors,

co-opted members and “church” and parent governor representatives; (b) assisting Councillors, co-opted members and “church” and parent governor

representatives to observe the Members’ Code of Conduct;

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(c) advising the Council on the adoption or revision of the Members’ Code of Conduct;

(d) monitoring the operation of the Members’ Code of Conduct; (e) developing and recommending local protocols to the Council to supplement

the Members’ Code of Conduct; (f) enforcing local protocols and applying sanctions in respect of breaches as

appropriate; (g) advising, training or arranging to train Councillors, co-opted members and

“church” and parent governor representatives on matters relating to the Members’ Code of Conduct;

(h) granting dispensations to Councillors, co-opted members and “church” and parent governor representatives from requirements relating to interests set out in the Members’ Code of Conduct;

(j) to keep under review and amend, as appropriate, the Protocol on

Councillor/Officer Relations; (k) to keep under review the Officer Code of Conduct and, after consultation with

unions representing staff, make recommendations to Council for amendment or addition;

(l) to receive reports and keep a general overview of probity matters arising from

ombudsman investigations, Monitoring Officer reports, reports of the Chief Financial Officer and Audit Commission;

(m) to have oversight of the Council’s Whistleblowing Policy; (n) to agree the policy for decisions on payments to those adversely affected by

Council maladministration (under section 92 Local Government Act 2000); (o) To establish sub-committees and working groups to deal with complaints that

a member or a co-opted member has failed to comply with the Council’s Code of Conduct;

(p) To consider any application received from any officer of the Authority for

exemption from political restriction under Sections 1 and 2 of the Local Government and Housing Act 1989 in respect of the post held by that officer and may direct the Authority that the post shall not be considered to be a politically restricted post and that the post be removed from the list maintained by the Authority under Section 2(2) of that Act;

(q) Upon the application of any person or otherwise, consider whether a post

should be included in the list maintained by the Authority under Section 2(2) of the 1989 Act, and may direct the Authority to include a post in that list.

Membership rules: i. An Elected Mayor or the Leader may not be Members;

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ii. The Chair of the Committee must not be a Member of the Executive; iii. Only one member of the Executive can be a member of the Committee.

ASSESSMENT SUB-COMMITTEE

The Assessment Sub-Committee has the following powers and duties:

(a) To receive a referral from the Monitoring Officer in respect of allegations that a member or co-opted member of the Authority has failed, or may have failed, to comply with the Authority’s Code of Conduct in circumstances where the Monitoring Officer has not exercised his/her delegation to decide:

i. To filter out a complaint as being vexatious and/or outside the Code of

Conduct; or ii. To investigate a complaint

(b) Upon receipt of a referral from the Monitoring Officer, the Sub-Committee

shall make an assessment of the allegation and shall decide whether the complaint should be filtered out/an investigation should take place in respect of each allegation in accordance with the terms of the referral.

(c) To decide whether a complaint shall proceed to the Hearing Sub-Committee

in circumstances where the complaint has been investigated and the investigating officer has concluded that the member complained about has not breached the Code of Conduct.

(d) The Sub-Committee shall state its reasons for that decision.

HEARING REVIEW SUB-COMMITTEE

The Hearing Review Sub-Committee has the following powers and duties

(a) To consider allegations referred to it following investigation that a member or coopted member has failed to comply with the Council’s Code of Conduct for Councillors

(b) To determine whether or not there has been a breach of the Code of Conduct

taking into account the findings and conclusions of the investigation report. (c) If the Sub-Committee decides that there has been a breach of the Code of

Conduct, to decide that no sanction should be imposed or to impose one of the following sanctions:

i. Report its findings to Council for information and place them on the

Council’s website;

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ii. Inform the Group Leader (or in the case of an independent member, Council) of its recommendation that a member be removed from any or all Committees or Sub-Committees, or outside body appointments;

iii. Inform the Group Leader of any recommendations that the member be

removed from the Cabinet, or removed from particular portfolio responsibilities;

iv. Remove the member from outside body appointments;

v. Instruct the MO to arrange training for the member;

vi. Where the breach involves inappropriate use of facilities, withdraw

such facilities provided to the member by the Council, such as a computer, website and/or email and internet access; or

vii. Exclude the member from the Council’s offices or other premises, with

the exception of meeting rooms necessary for attending Council, Committee and Sub-Committee meetings; or

viii. Censure the member for the breach, in which case the MO will be

asked to write to the Member and a press report will be issued.

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OTHER STATUTORY COMMITTEES

STANDING ADVISORY COUNCIL FOR RELIGIOUS EDUCATION 1. To advise the Borough’s Teachers and the Manager of the Library Service on

the provisions of appropriate teaching resources in support of the Harrow agreed RE syllabus.

2. To assist teachers in RE by devising and making available to them schemes

of work and teaching materials based upon the Harrow agreed syllabus. 3. To assist in identifying teachers’ in-service needs and in conjunction with the

Teachers’ Centre and the Advisory and Inspection Service, to arrange appropriate courses for teachers.

4. To make recommendations to the Corporate Director Children & Families on

resources deemed desirable for implementing and reviewing the agreed syllabus and in furthering the effectiveness of religious education in Harrow Schools.

5. To call a Standing Conference for reviewing the agreed syllabus of Religious

Education from time to time. 6. To approve exemptions from Statutory Regulations on Acts of Worship.

Membership (Total 41 persons) (1) Group A - Representatives of Christian and Other Religious Denominations

(22) (2) Group B - Representatives of the Church of England (3) (3) Group C - Representatives of Teachers (6) (4) Group D - Representatives of the Local Education Authority (3 Councillors

and a representative of the Harrow Humanist Association). (5) Group E - Co-opted Members (5) (6) Adviser to the Council nominated by the Corporate Director Children &

Families.

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TERMS OF REFERENCE AND DELEGATION OF

DUTIES TO THE CABINET, PORTFOLIO HOLDERS,

ADVISORY PANELS AND CONSULTATIVE FORUMS

EXECUTIVE (CABINET)

The Cabinet as a whole will have responsibility for the following functions:

(1) The development of proposals for the budget (including the capital and revenue budgets, the fixing of the Council Tax Base, and the level of Council Tax) and the financial strategy for the Council.

(2) The monitoring of the implementation of the budget and financial strategy. (3) To recommend major new policies (and amendments to existing policies) to

the Council for approval as part of the Council’s Policy Framework and implement those approved by Council.

(4) To prepare and agree other policies and plans for implementation by Portfolio

Holders and others. (5) The approval of the Council’s Transformation Programme and of the

implementation of projects emerging from that Programme. (6) The approval and management of the Council’s Capital Programme and

Strategy. (7) All key decisions – namely:

(i) an executive decision which is likely to result in the Council incurring expenditure which is, or the making of savings which are, significant having regard to the budget for the service or function to which the decision relates; or

(ii) an executive decision which is likely to be significant in terms of its

effects on communities living or working in an area of two or more wards of the Borough.


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(8) The award of contracts over £500,000 and all matters reserved to the

Executive under the Contract Procedure Rules. (9) All decisions, which are expected to result in variations to agreed revenue or

capital budgets. (10) Agreement to all virements between budgets as set by the Financial

Regulations. (11) To determine all non-key decisions which either fall outside Cabinet policy or

agreed Executive guidelines, or have been referred to the Executive by the relevant Portfolio Holder or Corporate Director.

(12) To determine all recommendations and references from the Council or any of

its Committees or sub-committees and which the Cabinet considers are appropriate for collective decision.

(13) The approval of HRA Rents.

(14) Quarterly to act as the Performance Board overseeing strategic performance

issues.

Role and Areas of Responsibility of Portfolio Holders

(Cabinet Members) General Responsibilities (1) All Portfolio Holders have the general responsibility of ensuring the effective

management and delivery of executive functions within their area of responsibility and within the following framework:

• the Council’s overall strategic, corporate and policy objectives and all statutory and other plans and strategies approved by the Council;

• the approved revenue and capital budgets;

• the law and the Council’s Constitution;

• the decisions made at full meetings of the Cabinet.

(2) All Portfolio Holders share the responsibility for ensuring:

− the development, co-ordination, promotion and implementation of the Council’s statutory plans and strategies and for the setting of the Council’s objectives;

− that the Council delivers value for money in all that does;

− the delivery of Public Health responsibilities;

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− the oversight, development, monitoring and promotion of all executive services provided by the Council within the appropriate performance management framework;

− that suitable and proper arrangements are made for the procurement, development, monitoring and promotion of all services relating to executive functions, which are provided under contract to the Council;

− the promotion of the interests of the Borough, and of all the residents, businesses, other organisations and stakeholders within Harrow;

− that a community leadership role is taken by the Council across the public, voluntary and business sectors involving the development of good and effective working links with all sectors;

− the promotion and implementation of an effective equal opportunities policy in relation both to the employment of staff and the delivery of services;

− the promotion of services which are sustainable, improve community safety, make for more open government, provide opportunities for resident participation in delivering outcomes and include new methods of community engagement;

− that proper arrangements are made for consultation and participation with residents and service users in decision making and the development of key statutory plans and local community plans.

The Leader of the Council The Leader of the Council shall have the following responsibilities:

• When present to chair meetings of the Cabinet;

• Appoint and dismiss Portfolio Holders and the Deputy Leader;

• Appoint to and dismiss from committees of the Cabinet;

• To determine from time to time the roles and areas of responsibility of Portfolio Holders;

• In the absence of a Portfolio Holder, or on written notice to that Portfolio Holder, to exercise any of that Portfolio Holder’s functions him/herself or arrange the discharge of those functions by another Portfolio Holder or a Corporate Director;

• To act as Chairman of the Health & Wellbeing Board, and in relation to this support and liaise with the Portfolio Holder for Health & Wellbeing on health and wellbeing matters;

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• To act as Chairman of the Council’s Improvement and Commissioning Boards;

• To act as Chairman of the Major Developments Panel and liaise with appropriate Portfolio Holders on the Council’s strategic major projects;

• Lead and coordinate the development and implementation of the Council’s statutory and other plans and strategies including:

(i) the Council’s vision, corporate priorities, corporate plan and objectives,

(ii) the needs of the Borough and local communities on matters of comprehensive, corporate and strategic importance,

(iii) the Council’s overall performance.

• To oversee the allocation of resources to implement the Council’s plans and strategies and to meet the Council’s objectives;

• Take responsibility for the review of the pay and conditions of Chief Officers;

• Liaise on behalf of the Council with Government Departments, the Greater London Authority, London Councils, West London Alliance and other local and public bodies;

• Respond to Central Government, the Greater London Authority and Local Authority Associations’ consultation exercises and to requests for information and to any other consultation papers and requests for information;

• To oversee the governance of the Harrow Strategic Partnership through Harrow Chief Executives, Assemblies and Summits;

• Make proposals for the appointment of Councillors or other persons on outside bodies as representatives of the Council;

• Make proposals to Council for the setting of the levels of Councillor allowances and expenses;

• Champion Member Development and oversee development of the Member Development Programme through the Member Development Panel;

• Keep under review and make proposals for changes to the Constitution;

• To oversee the arrangements and overall budgets of the Members’ Secretariats;

• To oversee the arrangements for all civic and ceremonial matters;

• To take a lead on behalf of the Council in promoting and sustaining a high ethical standard of conduct by elected Members in accordance with the adopted Code of Conduct for Councillors;

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• To endeavour to ensure that the decisions and activities of the Council at all times have regard to the highest possible standards in furtherance of the ethical agenda and all Members of the Council adhere to the Code of Conduct;

• To maintain an overview of the finances of the Council working closely with the Portfolio Holder for Finance.

Deputy Leader of the Council The Deputy Leader of the Council shall have overall responsibility for:

• Undertaking the responsibilities and delegated powers of the Leader of the Council, to the extent permitted by the Constitution, in the absence of the Leader;

• The chairing of meetings of the Executive in the absence of the Leader of the Council.

Portfolio Holder for Business and Enterprise

• To oversee and direct the effective development and implementation of the following key Place Shaping strategies:

- Economic Development Strategy - Town Centre Strategy - West London economic development planning

working in conjunction with the Portfolio Holder for Planning, Development and Regeneration;

• To oversee the development and maintenance of positive links and partnerships with other organisations and businesses to secure the improvement and development of essential social infrastructure;

• To ensure the coherent development of district shopping centres working in conjunction with the Portfolio Holder for Planning, Development and Regeneration;

• To act as the lead Member for the Council’s engagement with business;

• To oversee the development and delivery of the Council’s vision in terms of strategic planning for the future social, environmental and economic development and regeneration of Harrow working in conjunction with the Portfolio Holder for Planning, Development and Regeneration;

• To ensure the Council’s procurement strategies support local businesses and that the Council has effective procurement systems and processes in place working in conjunction with the Portfolio Holder for Finance.

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Portfolio Holder for Finance

To be responsible for the development and maintenance of the Council’s finance and procurement functions including:

• To develop and maintain a coherent, sustainable financial strategy for Harrow;

• To ensure that the development of proposals for and consultation on the annual budget take place within the requirements of the Budget and Policy Framework Rules and good corporate governance practice;

• To oversee the development of clear systems and structures for budget development, management and monitoring; in particular, for the Council’s revenue and capital budgets including the Housing Revenue Account;

• To ensure that the Council’s arrangements for treasury management and pension fund investments are effective;

• Bring forward proposals for any review of fees and charges made by the Council;

• To ensure procedures for virement within budgets are updated as appropriate and followed at Member and officer level;

• Evaluate the financial procedures of the Council and recommend improvements;

• To ensure the Council’s procurement strategies support local businesses and that the Council has effective procurement systems and processes in place working in conjunction with the Portfolio Holder for Business and Enterprise;

• To ensure that the Council has effective procedures for the recovery of Council Tax, Business Rates and parking income and any other fees and charges;

• To ensure the effective administration of Housing Benefits;

• To ensure a co-ordinated Council response to government changes to welfare benefits, working closely with the Leader.

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Portfolio Holder for Environment & Community Safety

(A) Environment

To be responsible for the development and delivery of the Council’s Environment Services functions including:

• Environmental Health and Protection Services;

• Licensing Services;

• Public Realm Enforcement & Crime Reduction;

• Waste Management;

• Public Realm Infrastructure & Maintenance;

• Operational Property Management & Maintenance;

• External Sports Facilities Maintenance;

• Facilities Management (excluding Schools);

• Property & Public Realm Investment Programmes;

• Transportation policy;

• Waste and public realm policy;

• To oversee the development, and implementation of policies and strategies to address climate change;

• To oversee the development and implementation of policies and strategies and the monitoring of environmental and public protection services including:

- Waste Management Strategy

- Local Implementation Plan (Transportation)

- Waste Strategy

- Play Strategy in conjunction with Portfolio Holder for Community and Cultural services;

• To oversee the development and implementation of the Council’s Sports, Recreation & Open Spaces Strategy in liaison with the appropriate Portfolio Holders;

• To oversee the development and maintenance of positive links and partnerships with other organisations and businesses to improve the transport services within Harrow in consultation with the Portfolio Holder for Planning & Regeneration.

(B) Community Safety

• To oversee the development and implementation of the Crime & Disorder Reduction Strategy (including Community Safety);

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• To oversee Police relationships, including Safer Neighbourhoods Teams;

• To oversee the commissioning and support of Harrow’s approach to the misuse of drugs and alcohol, and crime reduction.

(C) Risk, Audit & Fraud

• To ensure that the Council has effective risk management and internal control systems and processes in place;

• To ensure the development and maintenance of effective business continuity and emergency planning;

• To oversee the Council’s arrangements for health safety and welfare;

• To oversee the Council’s arrangements for internal audit;

• To oversee all matters relating to corporate anti fraud activities;

• To oversee the Council’s insurance arrangements.

Portfolio Holder for Planning, Development and Regeneration

To be responsible for the policy direction of the Council’s Place Shaping, Regeneration, Planning and Development functions including:

• Strategic planning policy and implementation including: - Planning policy and research

- Economic Development

- Housing policy (in consultation with the Portfolio Holder for Housing)

- Development Management

- Building Control

- Conservation and Design

- Open Spaces & Green Belt policy

- Town Centre & Major Projects activity

- Town Centre Management.

• To oversee and direct the effective development and implementation of the following key Place Shaping strategies:

- Local Development Framework, including the core strategy, the

opportunity and intensification area, and the area action plan;

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- Economic Development Strategy;

- Town Centre Strategy;

- West London Sub-regional planning, economic development and waste planning;

working in conjunction with the Portfolio Holder for Business and Enterprise.

• To ensure that all aspects of the Environment and Enterprise Directorate’s work involves appropriate and effective community engagement;

• To ensure the coherent development of district shopping centres working in conjunction with the Portfolio Holder for Business and Enterprise;

• Act as the Member level ‘Design and Heritage Champion’ for the Authority;

• To oversee the development and delivery of the Council’s vision in terms of strategic planning for the future social, environmental and economic development and regeneration of Harrow working in conjunction with the Portfolio Holder for Business and Enterprise;

• Chair the Council’s Planning Committee or equivalent body unless an alternative nominee is appointed by the Full Council, and the Council’s Local Development Framework Panel;

• To provide policy direction in respect of the Council’s strategic Major Projects Programme in consultation with the relevant Portfolio Holders including: - The development of the central Harrow opportunity and intensification

area and of district shopping centres;

- Co-location of services with partners.

Portfolio Holder for Children and Schools

(A) Children

To be responsible for the development and delivery of the Council’s Children’s Services including:

• To be the lead member for Children’s Services, including overseeing compliance with Statutory Duties and reporting requirements as set out in the Children Act 2004;

• To oversee the strategic development and delivery of all aspects of Children’s Services including:

o Safeguarding, Family Placement and Support o Young People’s Services o Special Needs Services

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o Integrated Early Years and Community Services;

• To Chair the Children’s Trust Board and to be a member of the Children and Young People’s Partnership and the Local Safeguarding Children Board;

• To oversee the performance of Children’s Services in relation to national targets and priorities and to take account of any issues arising from external inspection and the performance assessment role of Ofsted;

• To oversee and promote corporate parenting responsibilities for children looked after and representation on the Fostering Panel and Adoption Permanence Panel;

• To oversee the Commissioning and monitoring, with Health, of Children’s Health Services including Child and Adolescent Mental Health Services from health service providers and community and voluntary organisations working in conjunction with the Portfolio Holder for Health and Wellbeing;

• To oversee the development and review of the Children and Young People’s Plan;

• To ensure the development and maintenance of positive links and partnerships with local agencies, organisations and businesses to support the delivery of these services;

• To oversee consultation, liaison and the maintenance or positive links with the local Youth Parliament and Harrow members of the UK Youth Parliament;

• To oversee the development and implementation of policies, strategies and procedural arrangements in line with statutory requirements for the provision of the Council’s social services functions for young people;

• To oversee the commissioning and contracting arrangements for the provision of services within the council and jointly with other partner agencies;

• To oversee the quality assurance and inspection functions;

• To be responsible for the Council’s Multi-Agency Protection Arrangements;

• To lead on partnership with the Health Service in relation to Children working in conjunction with the Portfolio Holder for Health and Wellbeing.

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(B) Schools

To be responsible for the development and delivery of policies, strategies and procedural arrangements in line with statutory requirements in relation to schools in Harrow;

• To be responsible for the development and delivery of the Council’s function as a Local Education Authority in relation to the provision of schools and commissioning post-16 provision within the Borough including:

- Schools

- Achievement and Inclusion

- Ethnic Minority Achievement Service

- Harrow Tuition Service

- Teachers’ Centre

- Children’s Centres

- Education Business Partnership

- Governor Services

- Education Welfare Services

- Harrow Schools Improvement Partnership

- Admissions and Place Planning

- School Organisation;

• To oversee and ensure high quality relationships are built with all statutory and voluntary sector partners with particular emphasis on schools;

• To oversee the development, promotion and implementation of the following: - Harrow 14-19 Strategy

- Student Advisory Group

- School’s Forum

- Stakeholder Reference Group

- Education Services Consultation Forum;

• To be the lead member for schools, including overseeing the maintenance, compliance with Statutory Duties and reporting requirements of the Council in relation to schools in Harrow;

• To oversee education strategies to support the Narrowing the Gap agenda including achievement, attendance, behaviour and exclusion issues;

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• To oversee the performance of Schools in Harrow in relation to national targets and priorities and to take account of any issues arising from external inspection and the performance assessment role of Ofsted;

• To discharge the Local Authority’s responsibilities for the appointment of Local Authority Governors and dealing with complaints against them;

• To oversee consultation, liaison or other partnership arrangements on education matters with the Standing Advisory Committee on Religious Education, pupils/students, staff, parents, governing bodies and Government Departments including the Young People’s Learning Agency and Skills Funding Agency;

• Jointly with other Portfolio Holders to oversee the development of a strategy for social inclusion;

• To ensure the development and maintenance of positive links and partnerships with local agencies, organisations and businesses to support the development of schools in Harrow.

Portfolio Holder for Property and Major Contracts To be responsible for the policy direction for the development of the Council's property assets and the development and delivery of the Council’s major partnership contracts:

(A) Property

• To provide policy direction to ensure the effective development of the Council's property assets;

• To ensure that development of the Council's assets is undertaken in a coordinated and collaborative way with partners;

• To authorise the acquisition or disposal of land holdings up to a value of £250k, other than disposal at less than best consideration, and to respond to any enquiry in relation to the Council's interests in land.

(B) Major Contracts

• To oversee the procurement and commercial management of all major contracts, liaising with the Leader and the Portfolio Holder for Finance;

• To monitor, in consultation with the relevant Portfolio Holders, the performance of all major strategic contracts with an annual value of over £1m including the ongoing operation of existing contracts;

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• To approve extensions of contracts where the value is more than £1million and the extension would account for an additional cost of 10% or more of the contract value;

• To approve the settlement of Disputes and Claims where the value of the claim exceeds £1m, in consultation with the relevant Portfolio Holders.

Portfolio Holder for Health and Wellbeing

• To be responsible for the promotion of public health and wellbeing in consultation with the Leader and in liaison with appropriate Portfolio Holders;

• To lead on partnership with the Health Service;

• To oversee the development and implementation of Supporting People working in conjunction with the Portfolio Holder for Adults and Housing;

• To oversee joint commissioning responsibilities with Health for:

- Mental Health Services - Learning Disability Services - Older People and Physical, Sensory and Disability Services - Carers

working in conjunction with the Portfolio Holder for Adults and Housing.

• To promote wellbeing across the Council;

• To lead on external relationships including the voluntary and private sector in relation to Health and Wellbeing;

• To oversee the Commissioning and monitoring, with Health, of Children’s Health Services including Child and Adolescent Mental Health Services from health service providers and community and voluntary organisations working in conjunction with the Portfolio Holder for Children and Schools;

• To lead on partnership with the Health Service in relation to Children working in conjunction with the Portfolio Holder for Children and Schools;

• To oversee Public Health working closely with other Portfolio Holders.

Portfolio Holder for Adults and Housing

(A) Adults

To be responsible for the development and delivery of the Council’s Adults Social Care functions including:

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• To be the lead member for Adult Care Services including overseeing compliance with the Statutory Duties and reporting requirements in relation to Adult Care Services;

• To oversee the performance of Community Care Services in relation to national targets and priorities and to take account of any issues arising from external inspection and the performance assessment role of the Care Quality Commission;

• To oversee the protection and safeguarding of vulnerable adults;

• To oversee the development and implementation of Supporting People working in conjunction with the Portfolio Holder for Health and Wellbeing;

• To oversee the direct provision for Community Care Services and lead on service user engagement;

• To oversee joint commissioning responsibilities with Health for: - Mental Health Services - Learning Disability Services - Older People and Physical, Sensory and Disability Services - Carers

working in conjunction with the Portfolio Holder for Health and Wellbeing;

• To oversee the development and implementation of policies and strategies for the provision of adults care services in the Borough including:

- Adults Transformation - Personalisation;

• To lead on external relationships including the voluntary and private sector in relation to Adult Social Care.

(B) Housing To be responsible for the development and delivery of the Council’s housing

services, including:

• To oversee the development and implementation of policies and strategies for the provision and improvement of housing in the Borough;

• To oversee development and delivery of the Housing Ambition Plan and Housing’s vision;

• To ensure maximum opportunities exist to engage residents in the development and delivery of all housing services and that regular

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opportunities exist to test tenant and leaseholder satisfaction and to ensure that feedback is used to improve services;

• To ensure the HRA remains viable and provides value for money services working closely with the Portfolio Holder for Finance;

• To recommend variations in rent levels;;

• To ensure that residents can readily access housing services and that customers are empowered to make the best of their housing situation;

• To ensure that housing services know its customer profile and tailors its services accordingly;

• To ensure that all services to tenants are set out in clear standards;

• To ensure accommodation provision for households in need, through Council provision, or in consort with Housing Associations and developers;

• To ensure that temporary accommodation is provided for those in urgent need or who are homeless;

• To ensure an assessment of future housing needs within the Borough is regularly taken and informs future services;

• To oversee the maintenance, repair and improvement of the Council’s housing stock;

• To oversee the development of high standard services to Council tenants and leaseholders;

• To promote satisfactory standards in housing accommodation in the private sector and ensure enforcement actions are taken as appropriate;

• Jointly with other Portfolio Holders to oversee the development of a strategy to support social inclusion in the provision of local housing;

• To oversee the development and delivery of the Council’s Housing Strategy in consultation with the Portfolio Holder for Planning and Regeneration;

• To work with private landlords, housing associations and developers to ensure that opportunities for the provision of affordable housing are maximised.

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Portfolio Holder for Community and Culture

To be responsible for the development and delivery of the Council’s Community and Culture services including:

• To be the lead member for Library Services including overseeing compliance with the Statutory Duties and the delivery of contractual requirements for the provision of library management services by external contractors or partners.

• To oversee the performance of the Leisure Management Service contract in relation to Harrow’s leisure sites monitoring the delivery of contractual requirements by external contractors or partners.

• To oversee the strategic development, delivery and general management of the following services and functions on behalf of the Council including:

- Culture and Arts Services including Harrow Music Service

- The Harrow Museum Heritage Centre and Headstone Manor including the Local History Collections (Archives)

- Voluntary and Community Sector (VCS) Support including Discretionary Grants, VCS accommodation and the Council’s Third Sector Investment Strategy

- Community Cohesion, Hate Crime and Community Tension Monitoring and PREVENT activity, responding to national, regional and local initiatives and activity

- Sports Development and Physical Activity including the support of Harrow Community Sport & Physical Activity Network

- Adult, Community & Family Learning including performance against OFSTED requirements

• To oversee and monitor the performance of other external Service Providers e.g. Harrow Community Music Hub, Harrow Community Learning Providers

• To oversee effective development and implementation of the following key plans and strategies: - Cultural Strategy

- Community Learning Strategy

- Outdoor Sports & Playing Fields Strategy

- ‘Third Sector’ strategy and Third Sector Investment Plan

• To oversee the promotion and development of positive links, joint working arrangements and partnerships with the voluntary, community and faith sectors, reflecting the full diversity of the borough.

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• To oversee the promotion and development of positive links, joint working arrangements and partnerships with the arts, cultural and heritage sectors, reflecting the full diversity of the borough.

Portfolio Holder for Communications, Performance and Resources To be responsible for the strategic development and effective performance of the Council’s corporate services including:

(A) Communications

• To oversee the delivery of Council publications including Harrow People and A-Z of Council Services;

• Champion a set of marketing campaigns in support of the Council and its services;

• To oversee internal communications and staff awards;

• Give direction to the Council’s media relations in support of promoting the Council’s reputation;

• Promote the Council’s branding to deliver consistency across services and to improve residents’ awareness of our services.

(B) Performance

• To oversee the ongoing development and delivery of the Council’s performance management framework to set objectives and monitor progress against their delivery and to report progress and key issues to Cabinet;

• To support Improvement and Commissioning Boards across all Council services;

• To oversee the Council’s responses to its inspectorates;

• To steer the development of the Council’s priorities in response to performance, consultation, research and customer feedback;

• To support the development of the Council’s equalities framework and monitor progress to drive improvement;

• To oversee the Council’s Performance Management Framework and the Corporate Improvement Boards to ensure the Council is performing to its full potential.

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(C) Customer Services

• To oversee all matters relating to Access Harrow, Customer Care and Complaints;

• To oversee the management and implementation of the Customer Access Strategy.

(D) IT

• To ensure the development and maintenance of a coherent IT strategy;

• To ensure the effective delivery of IT services, through the contract with Capita;

• To ensure that disaster recovery arrangements are developed, implemented and maintained;

• To ensure that the Council has effective information management and information security arrangements.

(E) Human Resources & Development

• To oversee all Human Resources matters including recruitment, learning and development, performance management, employment policies and procedures, employee relations and equal opportunities;

• To ensure the development and delivery of the Council’s Strategy for People;

• To oversee the Council’s relations with its Trades Unions;

• Chair the Council’s Employee Consultative Forum (ECF) or equivalent body.

(F) Shared Services

• To ensure that the Council has effective payroll and pensions administration systems and processes in place;

• To ensure the delivery of accounts payable and accounts receivable services;

• To ensure the delivery of SAP support services;

• To ensure the delivery of other shared services such as cashiers, post, print, and scanning and indexing services;

• To ensure the delivery of the financial assessments service for social care clients.

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(G) Legal & Governance

• To oversee development of the shared legal practice;

• To oversee the conduct of litigation by or against the Council;

• To oversee the Corporate Governance of the Council in line with the Constitution;

• To ensure the delivery of the Registry Office services;

• To oversee the support for the Mayor’s office.

(H) Business Transformation

• To oversee the development of the Council’s Transformation Programme in support of delivering a balanced medium term budget;

• Monitor the Council’s Transformation Programme;

• Steer the Council’s commercial relationships with its Transformation Partners.

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CABINET ADVISORY PANELS

(Note: Cabinet Advisory Panels have no Executive decision making powers. Their purpose is to consider matters referred to them within their terms of reference and to make recommendations to the Cabinet/Portfolio Holder as appropriate.)

Corporate Parenting

Grants

Harrow Business Consultative

Local Development Framework

Major Developments

Member Development

School Placement

Supporting People

Traffic and Road Safety

* * * * * * * * * * * * * * *

CORPORATE PARENTING PANEL

Purpose 1. To ensure that the Council is fulfilling its duties towards Children Looked After

corporately and in partnership with other statutory agencies. 2. To consider matters referred to the Panel within its terms of reference and to

make recommendations to Cabinet/Portfolio Holder as appropriate including:

a. Approving annually the Statement of Purpose for the Adoption Service b. Approving annually the Statement of Purpose for the Fostering Service

Role of the Panel 1. To take an overview of the Council’s and partner agencies responsibilities

towards looked after children 2. To examine ways in which the Council as a whole and partner agencies can

improve the life chances of looked after children and care leavers.

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3. Ensure there are good joint working arrangements between council departments and partner agencies.

4. To provide a forum for Children Looked After (CLA) to participate and influence

policy and enable CLA to have opportunity to talk about issues relating to their own direct experiences of services they have received. Hence the Board will ensure that the positive experiences/services are maintained and lessons are learnt and changes made in the areas that require improvements.

5. To comment on and contribute to plans, polices and strategies for looked after

children and make appropriate recommendations for action. 6. To have a monitoring role, by receiving regular progress reports on a number of

key PI’s e.g. educational attainment (including implementation of Personal Education Plans), health assessments and implementation of Local Area Agreements for CLA.

7. Monitor the plans/needs of children in Secure Accommodation. 8. To receive regular reports on the needs of care leavers including employment,

further education, training and housing. 9. To receive annual reports on the following services

• Adoption

• Fostering

• Complaints 10. To meet with CLA and their carers on a regular basis to consult and celebrate

achievements, festivals etc. 11. To manage and arrange Member visits to

• Children’s Homes

• Foster Placements

• Frontline Services (as indicated in the Victoria Climbie Audit)

Membership The Corporate Parenting panel will comprise: A proportionate number of 6 Elected Members Service Users, Carers and Schools (Non-Voting)

• 2 Children Looked After

• 2 Foster Carers

• 1 Designated Teacher Senior Officers (advisors to the Panel – to attend as appropriate to the work of the Panel)

• Director of Children’s Services

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• Group Manager + Children and Families

• Group Manager Safeguarding and Family Support

• Group Manager Fostering, Adoption and Residential Care

• Senior Professional (Inclusion)

• Principal Educational Psychologist

• Senior Coordinator (Children Looked After)

GRANTS PANEL

Terms of Reference To consider proposals and to make recommendations in respect of: (a) To regularly review the arrangements for receiving, processing, and approving

applications for support from the voluntary sector, including grants, concessionary lettings, use of the community premises and other council premises, and discretionary rate relief

(b) To review grant applications annually ensuring that they meet agreed criteria

and conditions, and make recommendations for funding to cabinet or the portfolio holder as appropriate

(c) To consider matters relating to concessionary lettings, and make

recommendations to cabinet or the portfolio holder as appropriate (d) To consider applications for accommodation within the Community Premises;

and make recommendations to cabinet or the portfolio holder as appropriate

(e) To consider the arrangements for use of other Council premises, and make

recommendations to cabinet or the portfolio holder as appropriate (f) To review the criteria for the granting of discretionary rate relief to non-profit

making organisations, and make recommendations to Cabinet or the Portfolio Holder as appropriate

(g) To monitor the impact of support to the voluntary sector (h) To consider matters relating to the London Boroughs Grants Scheme,

administered by London Councils (i) To consider applications for funds from the Edward Harvist Trust (j) To consider any other matters relating to support to the voluntary sector

HARROW BUSINESS CONSULTATIVE ADVISORY PANEL

Terms of Reference

1. To enable consultation between the Council and representatives of local non-

domestic ratepayers required by Section 65 of the Local Government Finance

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Act 1992 and to provide information regarding the Council’s expenditure proposals for the future budget in accordance with Non-Domestic Ratepayers (Consultation) Regulations 1992. The minutes of the meetings to be reported to the Cabinet.

2. To facilitate consultation between the Council and representatives of the

business community as required by the Authority.

LOCAL DEVELOPMENT FRAMEWORK PANEL

Terms of Reference

1. To give detailed consideration to and make recommendations in respect of:

(a) the Local Development Framework and its Development Plan Documents and matters incidental thereto

(a) representations received to Development Plan Documents and any

amendments proposed; (c) monitoring the implementation of the Framework, its review and

modification as necessary. 2. To make recommendations in respect of the development of such individual

sites as may be referred to the Panel by the Cabinet. 3. To give detailed consideration and to make recommendations in respect of all

other planning policy matters such as the designation of Conservation Areas and amendments to their boundaries and the designation of locally listed buildings.

MAJOR DEVELOPMENTS PANEL

The Terms of Reference and Delegated Powers of the Major Developments Panel are: 1. To oversee the development of the Harrow and Wealdstone Intensification

Area, to include:

• Reviewing the emerging master plan(s) for the area;

• Considering emerging design and development principles; and

• Reviewing the outcomes of community consultation and feedback on the emerging strategy;

• Reviewing and commenting upon site specific proposals for major developments, prior to their submission to the Local Planning Authority;

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• Reviewing and commenting upon significant capital projects taking place within the area;

• Reviewing and commenting upon strategies associated with the promotion and delivery of development and economic renewal within the area.

2. To oversee the development of proposals for individual major development

sites within the borough including:

• Providing comments on pre application proposals received by the Council for such sites;

• Reviewing progress of strategic development sites within the borough and considering site specific planning and development briefs.

3. To give detailed consideration to and make recommendations to Cabinet in

respect of:

• The use of the Community Infrastructure Levies funds;

• Reviewing and commenting upon changes to the CIL Charging Scheduled and S106 SPG.

4. To oversee the implementation of the Borough Wide CIL / Infrastructure

Delivery Plan prepared to support strategic growth in the Borough and to make recommendations to Cabinet, to include:

• Reviewing and commenting upon the draft IDP’s comprising annual and longer term infrastructure delivery programmes and projects;

• Considering the result of public consultation on such plans and programmes and make recommendations to Cabinet on any proposed changes / revisions;

• Monitor the delivery of the IDP against budget and delivery provisions;

• Consider and comment upon reports / presentations on infrastructure innovations and best practice in infrastructure delivery.

5. To undertake post development reviews within Harrow and on sites beyond

the borough and communicate learning on such visits to Cabinet and the Planning Committee.

MEMBER DEVELOPMENT PANEL

The Terms of Reference of the Member Development Panel are:

1. to have oversight of the annual programme of member development; 2. to prepare and assist in the delivery of the induction of new Councillors

following the Borough elections or any by-election;

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3. to have oversight of the resources allocated for member development and

make recommendations to Council for the appropriate resources for the member development function;

4. to liaise with external agencies providing development opportunities for

members and procure their services as appropriate.

SCHOOL PLACEMENT PANEL Harrow’s Fair Access Protocol may exceptionally require schools to admit children in excess of published admission numbers in order to protect the interests of vulnerable children and those with challenging behaviour. The School Placement Panel undertakes this role for the local authority in partnership with the Secondary Headteacher Executive about admissions arrangements and academies. Terms of Reference 1. Purpose The purpose of the School Placement Panel (SPP) is to consider cases presented in accordance with the Fair Access Protocol. The Fair Access Protocol considers cases in relation to pupils in one of three broad categories:

• Excluded Pupils

• Managed Moves Process

• In-Year Applications The SPP is a decision-making body with the power to direct a school to admit a pupil over their planned admission number. 2. Scope SPP would consider cases in relation to any of the categories but it is expected that the majority of cases will be for In-Year Applications.

3. Composition of the School Placement Panel The Panel will be comprised of the following members:

(a) 3 elected members with two from the majority group. (b) 1 primary headteacher representative (c) 1 secondary headteacher representative

4. Meetings and Attendees

(a) The chair will be appointed by the Executive and will be a Councillor

(b) Each member has formal voting rights when making a decision to direct a school to admit a child.

(c) The chair has the casting vote. (d) The Panel will meet on a fortnightly basis during term time.

Meetings during school holidays may be required in exceptional circumstances.

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SUPPORTING PEOPLE PANEL Terms of Reference 1. To be informed of developments in the implementation of Supporting People

including consultation, strategy development, practical and procedural matters; 2. To make recommendations on the Supporting People strategy, following

consultation with local stakeholders and the Health and Social Care Strategy Group of the Harrow Partnership;

3. To make recommendations on the approval of associated strategies, policies

and implementation needs in line with DTLR guidance in order to deliver strategy by April 2013.

TRAFFIC AND ROAD SAFETY ADVISORY PANEL Terms of Reference To make recommendations on the following: - traffic management; - the management and control of parking both on and off-street; - the operational aspects of public transport within the Borough.

Examples of business:

* Petitions, Deputations * Scheme Approval (from existing budgets), including consultation results and

authority to make traffic orders. * Objections to traffic orders * Investigations into traffic problems (other than those identified by petition

etc) * Local Safety Schemes Annual Review * Consultations from neighbouring authorities on traffic management schemes

on or near boundary * Amendments to London Lorry Ban operation * Approval of model traffic orders * References and motions from other bodies * Setting traffic management criteria e.g. traffic calming.

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CONSULTATIVE FORUMS

Employees’ Consultative Forum

Tenants’, Leaseholders’ and Residents’ Consultative Forum

EMPLOYEES’ CONSULTATIVE FORUM

Terms of Reference

1.0 Consultation 1.1 The consultative forum is the primary mechanism by which Council Members

will consult Union Representatives on matters of mutual interest. The consultative forum shall make recommendations to the Cabinet on such issues.

2.0 Equal Opportunities

2.1 The consultative forum will seek to promote Equal Opportunities in

Employment within the Council, ensuring compliance with all the relevant anti – discrimination legislation.

2.2 The consultative forum will ensure the effective implementation of ‘Making a

Difference – Making Equality of Opportunity a Reality’. The Forum will receive regular reports of progress including: -

• Statistics and progress on meeting equality targets including an annual report, such statistics to include details of disciplinary, grievance and redundancy cases analysed by race, gender and disability.

3.0 Health & Safety

3.1 The consultative forum will seek to promote health and safety and welfare

within the Council and will keep under review the measures taken to ensure health and safety and welfare at work. The Forum will receive reports on:-

• The Council’s half-year and annual health and safety performance report providing and update of health and safety activities and giving information on outcome measures.

3.2 Any health and safety and welfare matters which are the responsibility of the

Council as set out in the schedule to the Council’s Constitution must be referred to the General Purposes and Licensing Committee.

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4.0 Membership

4.1 The permanent membership of the Forum shall be as follows: -

a) 7 Councillors to include the Leader and/or Deputy leader, Portfolio holder with responsibility for Human Resources.

b) 5 Unison Representatives including Vice-Chair and Branch Secretary c) 1 GMB Representative (Branch Secretary or nominee) d) 3 Representatives nominated by the Harrow Teachers’ Consultative

Committee e) 2 further Representatives from the Employee side.

The Council Members shall be appointed annually by the Cabinet. If a Council Member is unable to attend any meeting then a duly appointed Reserve Council Member may attend in their place. The Employee Side Representatives shall be nominated to the Chief Executive within 14 days of each Annual Council. If an Employee Side representative is unable to attend any meeting they may nominate a substitute who shall be co-opted onto the committee for the purposes of this meeting. Others who may attend the Forum include:-

Chief Executive, Corporate Directors & Directors (or representative) Trade Union Branch Secretaries (or representative) Trade Union Branch Regional Officials (as required) Representatives from Employee Support Groups – for relevant items as appropriate Other officers as required

5.0 Recommendations of the Consultative Forum

5.1 Recommendations of the consultative forum are reached by a majority vote

among elected Members. 5.2 Recommendations of the consultative forum must go to the relevant portfolio

holder or Cabinet, who are the last stage in the local procedures and in the normal course of events, will be implemented immediately (subject to the call- in period).

(Note: A proposal to establish any subsidiary body of this Committee shall be subject to its prior referral to and approval by Cabinet).

TENANTS’, LEASEHOLDERS’ AND RESIDENTS’ CONSULTATIVE FORUM

Functions and Objectives

1. To be the overarching Residents Consultation mechanism for the Council on all policy, strategy and financial decisions affecting the management and ownership of the Council’s housing stock and its estates.

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2. To discuss items of major significance to all, or a number of, tenant and resident associations and forums concerning the management and ownership of the Council’s housing stock.

3. To provide a forum to critically challenge the performance of the Housing Department in all aspects of service delivery and to make recommendations to Cabinet or the relevant Portfolio Holder regarding improvements.

4. To receive reports and updates from other Resident Involvement activities, particularly in relation to the setting and monitoring of service standards, resident scrutiny and inspection activities, but for all other areas of work as required. Any tenant, leaseholder or resident of a Council managed housing estate may request an item relevant to the work of the TLRCF to be placed on the agenda, but the final agenda will be at the discretion of the Chair of the Forum. Reports may be presented by either officers or residents, or in partnership as appropriate. Requested items must be received in writing to Democratic Services.

5. To request reports on specific areas of work in particular where they are perceived as not meeting agreed service standards/timescales etc. Requests for future reports or information on specific areas may be made at TLRCF meetings by any residents in attendance. Requested items will only be considered with the agreement of the Chair.

Meetings and Membership

6. The Forum shall meet at least six times in the Municipal Year, more often if the workload requires it. One meeting each year shall include discussion of the revenue budget proposals.

7. Recognised Tenants and Residents Associations, HFTRA and the Leaseholder Support Group shall be entitled to send two representatives each to the meetings. With the exception of the Leaseholder Support Group, where two representatives attend every effort should be made to send at least one Council tenant. In the event that a vote is taken in order to gauge residents’ opinions on a particular issue, recognised groups shall be entitled to one vote each.

8. Residents who are recognised by HFTRA as representing an estate where there is currently no Tenant and Resident Association are eligible to attend TLRCF and have one vote each. Only one individual can represent each estate in this way. The Chair of the Forum has the final decision on which resident is entitled to vote.

9. Voting rights may be restricted in certain areas of the work. For example where an item only directly affects tenants voting may be restricted to tenants that are present only, and a similar restriction where the item only directly affects leaseholders. The final decision on entitlement to vote lies with the Chair of the Forum.

Consultation and recommendations

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10. All resident members of TLRCF have a responsibility to feed back to the group they represent the discussions that take place and decisions made at TLRCF in a timely way. Resident Participation Officers can support representatives in providing feedback and may from time to time ask to see meeting minutes and undertake surveys of TRA members to review the effectiveness of the feedback process.

11. The Chair of the Forum shall be appointed annually by the Cabinet.

12. Wherever possible all reports to Cabinet, on any proposed new policies or changes to policies that directly impact on tenants and leaseholders will first be considered by TLRCF so that resident views can be incorporated into the Cabinet report. However where an issue is either too urgent to wait for a TLRCF meeting, or is confidential the reasons why residents’ views have not been incorporated must be clearly stated in the Cabinet report.

13. TLRCF was established as a forum to consult with residents and this is its primary purpose. Elected members and officers must bear in mind that residents should always have priority in contributing to discussion and debates.

Note: 1. Except where the views of the Consultative Forum have been requested by the

Executive / another Committee, no recommendation or reference to the Executive or another Committee can be made unless it is agreed by a majority of the elected Councillors.

2. A proposal to establish any subsidiary body of the Forum shall be subject to the prior referral to and approval by Cabinet.

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3A-1 SCHEDULE TO THE TERMS OF REFERENCE – FUNCTIONS NOT TO BE THE RESPONSIBILITY OF

THE EXECUTIVE The functions listed below are those which must be determined by Council and can not be the responsibility of the Executive. Many of them are delegated to a committee of Council or a council officer.

Development Control

Function

Provision of Act or Statutory Instrument

Member or Officer decision?

Functions relating to town and country planning and development control

Power to determine application for planning permission

Sections 70(1)(a) and (b) and 72 of the Town and Country Planning Act 1990 (c.8).

DC/ CD (C&E) (Dir of P, D&E)

Power to determine applications to develop land without compliance with conditions previously attached.

Section 73 of the Town and Country Planning Act 1990.

DC CD (C&E) (Dir of P, D &E)

Power to grant planning permission for development already carried out.

Section 73A[13] of the Town and Country Planning Act 1990.


Power to decline to determine application for planning permission.

Section 70A of the Town and Country Planning Act 1990 [14].


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Function



Duties relating to the making of determinations of planning applications.

Sections 69, 76 and 92 of the Town and Country Planning Act 1990 and Articles 8, 10 to 13, 15 to 22 and 25 and 26 of the Town and Country Planning (General Development Procedure) Order 1995 (S.I. 1995/419) and directions made there under.

CD (C&E) (Dir of P, D &E)

Power to determine application for planning permission made by a local authority, alone or jointly with another person.

Section 316 of the Town and Country Planning Act 1990 and the Town and Country Planning General Regulations 1992 (S.I. 1992/1492) [15].

DC

Power to make determinations, give approvals and agree certain other matters relating to the exercise of permitted development rights.

Parts 6, 7, 11, 17, 19, 20, 21 to 24, 26, 30 and 31 of Schedule 2 to the Town and Country Planning (General Permitted Development) Order 1995 (S.I. 1995/418).


Power to issue a certificate of existing or proposed lawful use or development.

Sections 191(4) and 192(2) of the Town and Country Planning Act 1990 [16].


Power to serve a completion notice.

Section 94(2) of the Town and Country Planning Act 1990.

DC

Power to enter into agreement regulating development or use of land.


DC

Power to grant consent for the display of advertisements, identification and enforcement of control over advertisements and prosecutions as required.

Section 220, 224 and 225 of the Town and Country Planning Act 1990 and the Town and Country Planning (Control of advertisements) Regulations 1992 [17].


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Function



Power to authorise entry onto land.

Section 196A of the Town and Country Planning Act 1990 [18].


Power to require the discontinuance of use of land.


DC

Power to serve a planning contravention notice, breach of conditions notice or stop notice.

Sections 171C, 187A and 183(1) of the Town and Country Planning Act 1990[19].


Power to issue an enforcement notice.

Section 172 of the Town and Country Planning Act 1990[20].

DC

Power to apply for an injunction restraining a breach of planning control.

Section 187B of the Town and Country Planning Act 1990 [21].

DC

Duty to determine conditions to which old mining permissions, relevant planning permissions relating to dormant sites or active Phase I or II sites, or mineral permissions relating to mining sites, as the case may be, are to be subject.

Paragraph 2(6)(a) of Schedule 2 to the Planning and Compensation Act 1991, paragraph 9(6) of Schedule 13 to the Environment Act 1995 (c.25) and paragraph 6(5) of Schedule 14 to that Act.

DC

Power to require proper maintenance of land.

Section 215(1) of the Town and Country Planning Act 1990.


Powers to acquire a listed building in need of repair and to serve a repairs notice.

Sections 47 and 48 of the Planning (Listed Buildings and Buildings in Conservation Areas) Act 1990.

DC

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Function



Power to determine application for listed building consent, and related powers.

Sections 16(1) and (2), 17, 27(2) and 33(1) of the Planning (Listed Buildings and Buildings in Conservation Areas) Act 1990 (c.9).

DC/ CD (C&E) (Dir of P, D &E)

Power to determine applications for conservation area consent.

Section 16(1) of the Planning (Listed Buildings and Buildings in Conservation Areas Act 1990, as applied by section 74(3) of that Act[22].

DC

Duties relating to applications for listed building consent and conservation area consent.

Sections 13(1) and 14(1) and (4) of the Planning (Listed Buildings and Buildings in Conservation Areas) Act 1990 and Regulations 3 to 6 and 13 of the Town and Country Planning (Listed Buildings and Buildings in Conservation Areas) Regulations 1990 and paragraphs 8, 15 and 22 of Department of the Environment Circular 14/97.


Power to serve a building preservation notice, and related powers.

Sections 3(1) and 4(1) of the Planning (Listed Buildings and Buildings in Conservation Areas) Act 1990.

DC

Power to issue enforcement notice in relation to demolition of unlisted buildings in conservation area.

Section 38 of the Planning (Listed Buildings and Buildings in Conservation Areas Act 1990.

DC

Power to apply for an injunction in relation to a listed building.

Section 44A of the Planning (Listed Buildings and Buildings in Conservation Areas) Act 1990[23].

DC

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Function



Power to execute urgent works.

Section 54 of the Planning (Listed Buildings and Buildings in Conservation Areas) Act 1990.

DC

Powers relating to the protection of important hedgerows.

The Hedgerows Regulations 1997 (S.I. 1997/1160).

DC

Powers relating to the preservation of trees.

Sections 197 to 214D of the Town and Country Planning Act 1990, and the Trees Regulations 1999 (S.I. 1999/1892).

DC / CD (C&E) (Dir of P, D &E)

Power to consent to the making of openings into cellars etc. under streets, and pavement lights and ventilators.

Section 180 of the Highways Act 1980.

DC

Power to consent to construction of cellars etc. under street.

Section 179 of the Highways Act 1980[44].

DC

Power to authorise stopping-up or diversion of footpath or bridleway.


DC

Power to extinguish public right of way over land held for planning purposes.


DC

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Licensing and General Purposes

Function



Licensing and registration functions (in so far as not covered by any other paragraph of this Schedule).

Power to issue licences authorising the use of land as a caravan site (“site licences”).

Section 3(3) of the Caravan Sites and Control of Development Act 1960 (c.62).

CD (C&E) (Dir of ES)

Power to license the use of moveable dwellings and camping sites.

Section 269(1) of the Public Health Act 1936 (c.49).

CD (C&E) (Dir ES)

Power to register pool promoters.

Schedule 2 to the Betting, Gaming and Lotteries Act 1963 (c.2)[24].

Power to grant track betting licences.

Schedule 3 to the Betting, Gaming and Lotteries Act 1963[25].

Power to license inter-track betting schemes.

Schedules 5ZA to the Betting, Gaming and Lotteries Act 1963[26].

Power to grant permits in respect of premises with amusement machines.

Schedule 9 to the Gaming Act 1968 (c.65)[27].

CE

Power to register societies wishing to promote lotteries.

Schedule 1 to the Lotteries and Amusements Act 1976 (c. 32)[28].

Power to determine applications for hazardous substances consent, and related powers.

Sections 9(1) and 10 of the Planning (Hazardous Substances) Act 1990 (c.10).

136


3 - 45

Function



Power to enter into agreements with respect to means of access.

Section 35 of the Countryside and Rights of Way Act 2000 (c.37).

LGP See Note 1.

Power to provide access in absence of agreement.

Section 37 of the Countryside and Rights of Way Act 2000.

LGP See note 1.

Power to make limestone pavement order.

Section 34(2) of the Wildlife and Countryside Act 1981 (c. 69).

Power to issue theatre licences.

Sections 12 to 14 of the Theatres Act 1968 (c.54)[30].

CD (C&E) (Dir ES)

Power to issue entertainment licences (where no objections received)

Section 12 of the Children and Young Persons Act 1933 (c.12)

CD (C’sS)

Power to grant permits in respect of premises where amusements with prizes are provided.

Schedule 3 to the Lotteries and Amusements Act 1976 [29].

Power to issue cinema and cinema club licences.

Section 1 of the Cinema Act 1985 (c.13).

CD (C&E) (Dir ES)

Power to issue entertainment licences.

Section 52 of, and Schedule 12 to, the London Government Act 1963 (c.33), sections 1 to 5 and 7 of, and Parts I and II of the Schedule to, the Private Places of Entertainment (Licensing) Act 1967 (c.19)

CD (C&E) (Dir ES)

Power to license sex shops and sex cinemas.

The Local Government (Miscellaneous Provisions) Act 1982, section 2 and Schedule 3.

CD (C&E) (Dir ES)

137


3 - 46

Function



Power to license performances of hypnotism.

The Hypnotism Act 1952 (c. 46).

CD (C&E) (Dir ES)

Power to license premises for acupuncture, tattooing, ear-piercing and electrolysis.

The London Government Act 1991

CD (C&E) (Dir ES)

Power to register door staff.

Paragraphs 1(2) and 9 of Schedule 12 to the London Government Act 1963 (c.33) and Part V of the London Local Authorities Act 1995 (c.x.).


Power to license market and street trading.

Part III of, and Schedule 4 to, the Local Government (Miscellaneous Provisions) Act 1982, Part III of the London Local Authorities Act 1990 (c. vii) and section 6 of the London Local Authorities Act 1994 (c. vii).

LGP/ CD (C&E)

Power to license night cafes and take-away food shops.

Part II of the London Local Authorities Act 1990 and section 5 of the London Local Authorities Act 1994.

CD (C&E) (Dir ES)

Duty to keep list of persons entitled to sell non-medicinal poisons.

Sections 3(1)(b)(ii), 5, 6, and 11 of the Poisons Act 1972 (c.66) [33].

CD (C&E) (Dir ES)

Power to license dealers in game and the killing and selling of game.

Sections 5, 8, 6, 17, 18 and 21 to 23 of the Game Act 1831 (c. 32); sections 2 to 16 of the Game Licensing Act 1860 (c. 90), Section 4 of the Customs and Inland Revenue Act 1883 (c. 10), sections 12(3) and 27 of the Local Government Act 1874 (c. 73), and section 213 of the Local Government Act 1972 (c. 70).

CD (C&E) (Dir ES)

138


3 - 47

Function



Power to register and license premises for the preparation of food.

Section 19 of the Food Safety Act 1990 (c. 16).

CD (C&E) (Dir ES)

Power to license scrap yards.

Section 1 of the Scrap Metal Dealers Act 1964 (c. 69).

CD (C&E) (Dir ES)

Power to issue, amend or replace safety certificates (whether general or special) for sports grounds.

The Safety of Sports Grounds Act 1975 (c. 52)[34].

CD (C&E) (Dir ES)

Power to issue, cancel, amend or replace safety certificates for regulated stands at sports grounds.

Part III of the Fire Safety and Safety of Places of Sport Act 1987 (c. 27).

CD (C&E) (Dir P,D&E)

Power to license premises for the breeding of dogs.

Section 1 of the Breeding of Dogs Act 1973 (c. 60) and section 1 of the Breeding and Sale of Dogs (Welfare) Act 1999 (c. 11).


Power to license pet shops and other establishments where animals are bred or kept for the purposes of carrying on a business.

Section 1 of the Pet Animals Act 1951 (c. 35)[35]; section 1 of the Animal Boarding Establishments Acts 1963 (c. 43)[36] the Riding Establishments Act 1964 and 1970 (1964 c. 70 and 1970 c. 70[37]; section 1 of the Breeding of Dogs Act 1973 (c. 60)[38], and sections 1 and 8 of the Breeding and Sale of Dogs (Welfare) Act 1999.

CD (C&E) (Dir ES)

Power to register animal trainers and exhibitors.

Section 1 of the Performing Animals (Regulations) Act 1925 (c. 38)[39].

CD (C&E) (Dir ES)

139


3 - 48

Function



Power to license dangerous wild animals.

Section 1 of the Dangerous Wild Animals Act 1976(c.38)

CD (C&E) (Dir ES)

Power to license the employment of children.

Part II of the Children and Young Persons Act 1933 (c. 33), byelaws made under that Part, and Part II of the Children and Young Persons Act 1963 (c 37).

CD (C’sS)

Power to approve premises for the solemnisation of marriages.

Section 46A of the Marriage Act 1949 (c. 76) and the Marriages (Approved Premises) Regulations 1995 (S.I. 1995/510)[41].

CE

Power to register common land or town or village greens, except where the power is exercisable solely for the purpose of giving effect to - (a) an exchange of lands

effected by an order under section 19(3) of, or paragraph 6(4) of Schedule 3 to, the Acquisition of Land Act 1981 (c. 67)

Part 1 Commons Act 2006

Power to register variation of rights of common or town or village green

Part 1 Commons Act 2006

Power to license persons to collect for charitable and other causes.

Section 5 of the Police, Factories etc. (Miscellaneous Provisions) Act 1916 (c. 31) and Section 2 of the House to House Collections Act 1939 (c. 44)[43].

LGP (LP)

140


3 - 49

Function



Power to grant consent for the operation of a loudspeaker.

Schedule 2 to the Noise and Statutory Nuisance Act 1993 (c. 40).

CD (C&E) (Dir ES)

Power to grant a street works licence.

Section 50 of the New Roads and Street Works Act 1991 (c. 22).

CD (C&E)

Power to issue licences for the movement of pigs.

Article 4 of the Pigs (Records, Identification and Movement) Order 1995 (S.I. 1995/11).

CD (C&E) (Dir ES)

Power to license the sale of pigs.

Article 13 of the Pigs (Records, Identification and Movement) Order 1995.

CD (C&E) (Dir ES)

Power to issue a licence to move cattle from a market.

Article 5(2) of the Cattle Identification Regulations 1998 (S.I. 1998/871).

CD (C&E) (Dir ES)

Power to license collecting centres for the movement of pigs.

Article 14 of the Pigs (Records, Identification and Movement) Order 1995.

CD (C&E) (Dir ES)

Power to permit deposit of builder’s skip on highway.

Section 139 of the Highways Act 1980 (c. 66).

CD (C&E)

Power to license planting, retention and maintenance of trees etc. in part of highway.


LGP

Power to authorise erection of stiles etc. on footpaths or bridleways.


CD (C&E)

Power to license works in relation to buildings etc. which obstruct the highway.


CD (C&E)

141


3 - 50

Function



Power to consent to temporary deposits or excavations in streets.


CD (C&E)

Power to dispense with obligation to erect hoarding or fence.


CD (C&E)

Power to restrict the placing of rails, beams etc. over highways.


LGP See Note 1.

Power to sanction use of parts of buildings for storage of celluloid.

Section 1 of the Celluloid and Cinematograph Film Act 1922 (c. 35).

CD (C&E) (Dir ES)

Power to approve premises for the production of minced meat or meat preparations.

Regulation 4 of the Minced Meat and Meat Preparations (S.I. 1995/3205).

CD (C&E) (Dir ES)

Power to approve meat product premises.

Regulations 4 and 5 of the Meat Products (Hygiene) Regulations 1994 (S.I. 1994/3082)[45].

CD (C&E) (Dir ES)

Power to approve dairy establishments

Regulations 6 and 7 of the Dairy Products (Hygiene) Regulations 1995 (S.I. 1995/1086)[46].


Power to approve egg product establishments.

Regulation 5 of the Egg Products Regulations 1993 (S.I. 1993/1520).

CD (C&E) (Dir ES)

Power to issue licences to retail butchers’ shops carrying out commercial operations in relation to unwrapped raw meat and selling or supplying both raw meat and ready-to-eat foods.

Schedule 1A to the Food Safety (General Food Hygiene) Regulations 1995 (S.I. 1995/1763)[47].

CD (C&E) (Dir ES)

142


3 - 51

Function



Power to approve fish products premises.

Regulation 24 of the Food Safety (Fishery Products and Live Shellfish) (Hygiene) Regulations 1998 (S.I. 1998/994).

CD (C&E) (Dir ES)

Power to approve dispatch or purification centres.

Regulation 11 of the Food Safety (Fishery Products and Live Shellfish) (Hygiene) Regulations 1998.

CD (C&E) (Dir ES)

Power to register auction and wholesale markets.

Regulation 26 of the Food Safety (Fishery Products and Live Shellfish) (Hygiene) Regulations 1998.

CD (C&E) (Dir ES)

Duty to keep register of food business premises.

Regulation 5 of the Food Premises (Registration) Regulations 1991 (S.I. 1991/2828).

CD (C&E) (Dir ES)

Power to register food business premises.

Regulation 9 of the Food Premises (Registration) Regulations 1991.

CD (C&E) (Dir ES)

Power to issue near beer licence.

Sections 16 to 19 and 21 of the London Local Authorities Act 1995 (c.x.) and, to the extent that it does not have effect by virtue of regulation 2(3), section 25 of that Act.

CD (C&E) (Dir ES)

Power to register premises or stalls for the sale of good by way of competitive bidding.

Section 28 of the Greater London Council (General Powers) Act 1984 (c. xxvii).

Functions relating to public rights of way

Power to create footpath or bridleway by agreement.

Section 25 of the Highways Act 1980 (c. 66).

LGP

143


3 - 52

Function



Power to create footpaths and bridleways.


LGP

Power to stop up footpaths and bridleways.


LGP

Power to determine application for public path extinguishment order.

Sections 118ZA and 118C(2) of the Highways Act 1980.

LGP

Power to make a rail crossing extinguishment order.

Section 118A of the Highways Act 1980.

LGP

Power to make a special extinguishment order.

Section 118B of the Highways Act 1980.

LGP

Power to divert footpaths and bridleways.


LGP

Power to make a public footpath diversion order.

Sections 119ZA and 119C(4) of the Highways Act 1980.

LGP

Power to make a rail crossing diversion order.


LGP

Power to make a special diversion order.


LGP

Power to require applicant for order to enter into agreement.

Section 119C(3) of the Highways Act 1980.

LGP

144


3 - 53

Function



Power to make an SSSI diversion order.

Section 119D of the Highways Act 1980.

LGP

Duty to keep register with respect of applications under sections 118ZA, 118C, 119ZA and 119C of the Highways Act 1980.


LGP

Power to decline to determine certain applications.

Section 121C of the Highways Act 1980.

LGP

Duty to assert and protect the rights of the public to use and enjoyment of highways.


CD (C&E)

Duty to serve notice of proposed action in relation to obstruction.


CD (C&E)

Power to apply for variation of order under section 130B of the Highways Act 1980.

Section 130B(7) of the Highways Act 1980.

CD (C&E)

Power to authorise temporary disturbance of surface of footpath or bridleway.


LGP See Note 1.

Power temporarily to divert footpath or bridleway.


CD (C&E)

Functions relating to the making good of damage and the removal of obstructions.


CD (C&E)

Powers relating to the removal of things so deposited on highways as to be a nuisance.


CD (C&E)

145


3 - 54

Function



Power to extinguish certain public rights of way.

Section 32 of the Acquisition of Land Act 1981 (c. 67).

LGP

Duty to keep definitive map and statement under review.

Section 53A of the Wildlife and Countryside Act 1981 (c. 69).

CD (C&E)

Power to include modifications in other orders.

Section 53 of the Wildlife and Countryside Act 1981 (c. 69).

LGP

Duty to keep register of prescribed information with respect to applications under section 53(5) of the Wildlife and Countryside Act 1981.

Section 53B of the Wildlife and Countryside Act 1981.

CD (C&E)

Duty to reclassify roads used as public paths.

Section 54 of the Wildlife and Countryside Act 1981.

LGP

Power to prepare map and statement by way of consolidation of definitive map and statement.

Section 57A of the Wildlife and Countryside Act 1981.

CD (C&E)

Power to designate footpath as cycle track.

Section 3 of the Cycle Tracks Act 1984 (c. 38).

Power to extinguish public right of way over land acquired for clearance.

Section 294 of the Housing Act 1981 (c 68).

Power to make closing order with respect to take-away food shops.

Section 4 of the Local Government (Miscellaneous Provisions) Act 1982 (c. 30).

CD (C&E) (Dir ES)

146


3 - 55

Function


Functions relating to health and safety at work

Functions under any of the “relevant statutory provisions” within the meaning of Part I (health, safety and welfare, in connection with work, and control of dangerous substances) of the Health and Safety at Work etc. Act 1974, to the extent that those functions are discharged otherwise than in the authority’s capacity as an employer.

Part I of the Health and Safety at Work etc. Act 1974 (c.37)[48].

LGP

Functions relating to pensions etc.

Functions relating to local government pensions, etc.

Regulations under section 7, 12 or 24 of the Superannuation Act 1972 (c. 11)[52].

LGP

Council

Function


Functions relating to name and status of areas and individuals

Power to change the name of a county, district or London borough.

Section 74 of the Local Government Act 1972.

Council

Power to petition for a charter to confer borough status.

Section 245b of the Local Government Act 1972.

Council

147


3 - 56

Function


Functions relating to elections

Duty to appoint an electoral registration officer.

Section 8(2) of the Representation of the People Act 1983 (c. 2)[49].

CE

Power to assign officers in relation to requisitions of the registration officer.

Section 52(4) of the Representation of the People Act 1983.

CE

Duty to appoint returning officer for local government elections.

Section 35 of the Representation of the People Act 1983.

Council

Duty to provide assistance at European Parliamentary elections.

Paragraph 4(3) and (4) of Schedule 1 to the European Parliamentary Elections Act 1978 (c. 10) [50].

Council

Duty to divide constituency into polling districts.


Council

Power to divide electoral divisions into polling districts at local government elections.


CE

Powers in respect of holding of elections.

Section 39(4) of the Representation of the People Act 1983.

CE

Power to pay expenses properly incurred by electoral registration officers.


CE

Power to fill vacancies in the event of insufficient nominations.


148


3 - 57

Function


Duty to declare vacancy in office in certain cases.


CE

Duty to give public notice of a casual vacancy.


CE

Power to determine fees and conditions for supply of copies of, or extracts from, elections documents.

Rule 48(3) of the Local Elections (Principal Areas) Rules 1986 (S.I. 1986/2214) and rule 48(3) of the Local Elections (Parishes and Communities) Rules 1986 (S.I. 1986/2215).

CE

Power to submit proposals to the Secretary of State for an order under section 10 (pilot schemes for local elections in England and Wales) of the Representation of the People Act 2000.

Section 10 of the Representation of the People Act 2000 (c. 2).

Council

Miscellaneous Functions

Power to make, amend, revoke or re-enact byelaws.

Any provision of any enactment (including a local Act), wherever passed, and section 14 of the Interpretation Act 1978 (c. 30) [51].

Council

Power to promote or oppose local or personal Bills.


Council

Power to make standing orders (procedural rules).

Section 106 of, and paragraph 42 of Schedule 12 to, the Local Government Act 1972 (c. 70).

Council

149


3 - 58

Function


Power to make standing orders as to contracts.


Council

Duty to make arrangements for proper administration of financial affairs etc.


Council

Power to appoint officers for particular purposes (appointment of “proper officers”).

Section 270(3) of the Local Government Act 1972.

Council

Duty to designate officer as the head of the authority’s paid service, and to provide staff, etc.

Section 4(1) of the Local Government and Housing Act 1989 (c. 42).

Council

Duty to designate officer as the monitoring officer, and to provide staff, etc.

Section 5(1) of the Local Government and Housing Act 1989.

Council

Power to make payments or provide other benefits in cases of maladministration etc.


Standards Committee/CE

KEY: Decisions made by Members at committee: Council – Full Council DC – Development Control Committee LGP – Licensing and General Purposes Committee LP – Licensing Panel (Licensing and General Purposes Committee) Decisions delegated to officers: CD (C&E) – Corporate Director – Community & Environment CD (C&E) (Dir ES Corporate Director – Community & Environment - sub-delegates to Director of Environment Services

150


3 - 59

CD (C&E) (Dir of P,D&E) Corporate Director Community & Environment – sub-delegated to Director of Planning & Enterprise CE – Chief Executive CD (C’sS) – Corporate Director Children’s Services Note 1. The functions listed are not currently delegated to officers but it is proposed that they are so delegated in future. Proposals will be included in a future report on the scheme of officer delegation.

151

152


London Borough of Harrow July 2013 Allocation of Responsibilities to Officers 3 - 71

3B DELEGATIONS TO THE CHIEF EXECUTIVE

CORPORATE DIRECTORS AND STATUTORY OFFICERS

This Scheme sets out those delegations made to the Chief Executive and Corporate Directors whether by the Council or by Cabinet (the Executive) or derived from statute. The Scheme also sets out the powers of the Statutory Officers of the Council. The Chief Executive, Corporate Directors and Statutory Officers may (where statute allows this) further delegate responsibility for matters to officers within their departments. These delegations must be in writing. All delegated powers are derived from either the Council or Executive. The source of each delegation is specified in the Scheme. Council, Cabinet or Committees may reserve to themselves decisions that have been delegated to officers by giving notice to the relevant Corporate Director or the Chief Executive. When any new power or duty is given to the Council and it is unclear where responsibility for that function lies, the exercise of that power or duty will be undertaken by the Chief Executive or relevant Corporate Director. Principles of Delegation 1 Officers may exercise delegated powers provided that the matter:-

a) is covered by an approved policy

b) there are no unusual features

c) there are no political or other significant issues,

otherwise the matter should be referred to Members to determine. 2. In exercising delegated powers officers must:

2.1 Incur expenditure within approved estimates/limits. 2.2 Comply with the Council’s Procedural Rules and Financial Regulations in

force at the time. 2.3 Comply with any policy, plan or direction of the Council, Cabinet or

Committee. 2.4 Consult and where appropriate, and/or agree with other relevant officers. 2.5 Consult or refer the matter to the Chief Executive in appropriate cases. 2.6 Keep appropriate records and registers of decisions and report to

Council, Cabinet or Committee if required.

153


3. In using delegated powers, officers are accountable to the Council or Cabinet or the Committee from which those delegated powers derive.

4. Acts of officers done under delegated powers are deemed to be acts of the

Council. 5. Delegations exercised in relation to contracts must follow the Contract

Procedure Rules in force at the time.

Non Executive Decision Procedure

The Chief Executive, Corporate Directors and Statutory Officers may be specifically authorised to take decisions on behalf of the Council or a Committee in cases of urgency or in relation to minor matters. In doing the procedure set out below must be followed: 1. Urgent Non-Executive Decisions and Minor Matters

1.1 Matters which are the responsibility of Council

In relation to matters which are the responsibility of Council, subject to consultation with the Leader of the Council (or in his/her absence the Deputy Leader) and the leaders of the political groups or their nominees, the Chief Executive, Corporate Directors and Statutory Officers shall have the power to act on behalf of the Council in cases of urgency and on minor matters, where the urgent matter is of such a nature that it may be against the Council's interest to delay and where it is not practicable to obtain the approval of the Council. In the event of disagreement between the Members consulted, the delegated action shall not be exercised. The matter must be referred to the Council. The safeguards in 1.3. below must be followed.

1.2 Matters which are the responsibility of Committees of the Council

In relation to matters which are the responsibility of a Council Committee, subject to consultation with the Chair of the relevant committee and the nominated members of the political groups or their nominees, the Chief Executive, Corporate Directors and Statutory Officers shall have the power to act on behalf of the Council in cases of urgency and on minor matters, where the urgent matter is of such a nature that it may be against the Council's interest to delay and where it is not practicable to obtain the approval of the Council Committee. In the event of disagreement between the Members consulted, the matter shall be referred to the Chief Executive who may take the decision after consultation with the Leaders of all political groups or their nominees, and if appropriate, with the statutory officers. The safeguards in 1.3. below must be followed.

154


1.3 Safeguards

The procedure must only be used when considered essential to achieving the efficient administration of the service and for urgent matters consideration must be given to whether the matter can wait until the next scheduled meeting or whether the calling of a special meeting can be justified.

The information in the report form must be given the same care and attention as a report to the committee or to Council. Councillors must be given all the information they need in order to fully consider the matter. All decisions taken by officers under this delegated power must be reported for information to the next meeting of the appropriate committee. For minor matters the subject matter:

• should not give rise to implication of a policy or resource nature for the authority;

• the cost of implementing the decision must not exceed agreed budgets; and

• the decision should not conflict with any plan or strategy agreed by the Council.

2. Urgent Executive Decisions and Minor Matters Procedure

Matters, which are the responsibility of the Cabinet All executive decisions shall be referred to the Portfolio Holder or the Cabinet as appropriate for decision.

General 1. Where appropriate the Chief Executive may exercise any function delegated to

any other officer, eg in case of absence. 2. Corporate Directors may exercise any function delegated to any other officer

within their directorate. 3. Corporate Directors may exercise any function outside their directorate

delegations delegated to them by the Chief Executive. The Chief Executive and Corporate Directors have the following general powers: 4. To manage and promote the services and functions for which they are

responsible. This includes:

155


Delegated Powers

Source of Delegated Powers

General

3.1 Taking and implementing any decision required for operational effectiveness.

Executive and Council

3.2 Responding to consultation documents, which are considered appropriate to be

dealt with at officer level. β ββββ. The Leader and Portfolio Holder for

Performance, Customer Services and Corporate Services, will deal with all other consultation responses – Section 3A Allocation of Responsibilities

Executive

3.3 Bid for external resources for services

within their remit.

Executive

3.4 Liaise and develop partnerships with

external agencies, Government departments and stakeholder organisations.

Executive

Financial 3.5 Authorise expenditure within approved

revenue budget estimates.

Council

3.6 Vire resources within the rules set out in

Section 3, paragraphs 13-16 of the Financial Regulations.

Executive

3.7 Approve orders.

Executive

3.8 Authorise payment of invoices.

Executive

156


3.9 Authorise the collection of income.

Executive

3.10 Authorise petty cash and expenses via

payroll.

Executive

3.11 Write off debts up to £10,000.

Executive

3.12 To dispose of any minor asset (e.g

furniture and equipment) up to £10k in value.

3.13 To set, vary and recover costs, fees and

charges for goods and services funded by the Council.

Executive

Contracts 3.14 Approve contracts without limit that do not

require sealing.

Executive

3.15 Approve variations in contracts.

Executive

3.16 Approve use of consultants.

Executive

Human Resources 3.17 To appoint, suspend and dismiss staff.

Council and Executive

3.18 To take any action under the Council’s

employment policies and procedures.


3.19 To re-organise staff within their

directorates subject to: § Consultation with Chief Executive and

Head of HR § Where appropriate, consultation with

staff and/or their representatives. § No service policy implications. § No expenditure in excess of budget. § No growth in net expenditure beyond

the current year.


157


3.20 To authorise absence leave and

payments, including overtime, expenses, loans, and ex gratia payments.

Executive

3.21 To authorise training and development

and associated matters.

Executive

INDIVIDUAL DELEGATIONS

Source of Individual Delegated Powers

Chief Executive

1. To take any action necessary to ensure

the effective and efficient management and operations of the Council. If following a Borough Election the Leader has not been elected as a councillor or, if re-elected, the political party of which they are a member does not have a majority on the Council, then until a Leader is appointed, the Head of Paid Service (in consultation with all Group Leaders) shall be authorised to take and implement any decision required for operational effectiveness of the Council but excepting any such responsibilities, duties and powers specifically reserved to any other person or body.


2. To promote the importance of the ethical

agenda and to sustain the highest standards of ethical behaviour on the part of the Council’s officers in accordance with the Code of Conduct for Council Employees.

Council

3. To make any decision delegated to

another officer.


4. Approve minor and technical changes to

the Council constitution in consultation with the Monitoring Officer.

Council

158


5. Act in minor or urgent matters where to

delay for a Council meeting would not, in his/her opinion, be in the Council’s interest, subject to written approval of the

Leaders of the political groups. β

Council

6. Act in minor or urgent matters where to

delay for a Council committee meeting would not in his/her opinion, be in the

Council’s interests, subject to consultation with the political groups or their

nominees.β

Council

7. To take such action in relation to Statutory

Chief Officers and Chief Officers as assigned in Rule 7 of Section 4H.

Council

8. To report as appropriate to the Authority in

the manner in which the Authority discharges its functions: § the number and grades of staff

required to discharge its functions § the organisation of the Authority’s staff § the appointment and management of

the Authority’s staff.


9. To make payments or provide other benefits in cases of maladministration etc in accordance with s92 of the Local Government Act 2000.

Council

10. To take any action necessary to ensure the effective development and implementation of the Council’s key strategies and services.


11. To undertake any action necessary to ensure the effective development and implementation of the Council’s Corporate Governance Framework.


ββββ The powers in 5 and 6 above would be used only on production of a report, including financial and legal implications. All decisions taken using the powers in 5 and 6 above must be reported to the next meeting of the relevant committee or Council.

159


The Corporate Directors for Community, Health & Wellbeing Environment & Enterprise Resources Children & Families All have the following delegated powers and duties

1. To take any action necessary to ensure the

effective and efficient management of their directorate


2. To act in minor or urgent matters where to

delay to a Council Committee meeting would not, in his/her opinion, be in the Council’s interest, subject to consultation with the Chief Executive and Leaders of the political groups or their nominees.

Council

3. To take any action necessary to ensure the

effective development and implementation of the Council’s key strategies and services relating to their directorate.




160


Director of Legal and Governance Services

1. To institute, defend or participate in any legal proceedings, in any Court or Tribunal and in any case where such action is necessary to give effect to decisions of the Council, or in any case where he or she considers that such action is necessary to protect the Council’s interests.

Council

2. To delegate to any officer authority to institute defend or participate in any legal proceedings, in any Court or Tribunal and in any case where such action is necessary to give effect to decisions of the Council, or in any case where he or she considers that such action is necessary to protect the Council’s interests.

Council

3. To authorise officers to appear in Court on the Council’s behalf.

Council

4. To act as the proper officer for the purposes of Births, Deaths and Marriages

Council



6. To authorise the affixing of the Council’s seal and execution of deeds


161


STATUTORY OFFICERS

Head of Paid Service

Statutory Source of Function

1. Duty to prepare a report setting out proposals on

the following matters:

a. the manner in which the discharge by the authority of their different functions is co-ordinated;

b. the number and grades of staff required by the authority for the discharge of their functions;

c. the organisation of the authority’s staff; d. the appointment and proper management of

the authority’s staff

Sections 4 and Local Government and Housing Act 1989

2. Duty to arrange for a copy of the report to be sent to each member of the authority

Section 4 Local Government and Housing Act 1989

3. Arrange for the authority to consider the report at a meeting held not more than three months after copies are first sent to members of the authority.


4. All staff to be appointed on merit


5. Duty to adopt Standing Orders with respect to staff.


6. Confidentiality of staff records


7. Conflicts of interest in staff negotiations


162


8. Appointment of Staff

Section 112 Local Government Act 1972

Monitoring Officer


1. Report on contravention or likely contravention

of any enactment or rule of law.

Section 5 & 5A Local Government and Housing Act 1989.

2. Report on any maladministration or injustice

where Ombudsman has carried out an investigation.

Section 5 Local Government and Housing Act 1989.

3. Appointment of Deputy Monitoring Officer.


4. Report on resources needed to undertake

Monitoring Officer functions.


5. Establish and maintain registers of member’s

interests and gifts and hospitality.

Sections 29 and 30 Localism Act 2011 The Relevant authorities (Disclosable Pecuniary Interests) Regulations 2012

6. Advice to Members on interpretation of the

Code.

Members’ Code of Conduct

7. Key role in framework for local determination of

complaints namely to:

a. Decide, in consultation with an Independent Person and subject to their agreement, whether to dismiss complaints that are outside the Code of Conduct or are vexatious. If agreement with the Independent Person cannot be reached, the decision shall not be taken

Sections 28 – 34 Localism Act 2011

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by the Monitoring Officer but instead be referred to the Assessment Sub-Committee for decision.

b. Decide, taking into account the view of

the Assessment Working Group and subject to agreement with its view, whether a complaint should be investigated. If the Monitoring Officer does not agree with the view of the Assessment Working Group then the decision shall not be taken by the Monitoring Officer but instead be referred to the Assessment Sub-Committee for decision.

c. Investigate misconduct of Members in

accordance with the Standards framework.

d. Advise Members, officers and the public

on the operation of the Code and how alleged breaches should be investigated.

In exercising the delegations under a. and b. to

seriously consider the view of the Independent Person or Assessment Working Group as appropriate.

8. Advice to Members on Compensation or remedy

for maladministration.

Section 92 Local Government Act 2000.

9. Advice on vires issues, maladministration,

financial impropriety, probity, policy framework and budget issues to all members.

ODPM guidance.

Chief Finance Officer (Section 151 Officer)


1. Oversight of proper administration of financial

affairs.


2. Duty to nominate a member of his/her staff as

chief financial officer (if unable to act owing to absence or illness).

Section 114 Local Government Finance Act 1988

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3. Duty to report on a Council decision or likely

decision which would lead to the authority incurring unlawful expenditure or would cause a loss or deficiency to the authority or entry of an unlawful item of account.


4. Duty to report if the expenditure of the Council

incurred (including expenditure it proposes to incur) in a financial year is likely to exceed the resources (including sums borrowed) available to it to meet that expenditure.


5. Duty to report on an Executive decision or likely

decision which would lead to the authority incurring unlawful expenditure or would cause a loss or deficiency to the authority or entry of an unlawful item of account.

Section 114A Local Government Finance Act 1988

6. Duty to report on the robustness of the authority’s

budget calculations.


7. Duty to report on the adequacy of the authority’s

proposed financial reserves.


8. Duty to report on previous years’ financial

reserves if it appears that controlled reserves is or likely to be inadequate, including recommendations for appropriate actions to rectify.


9. Duty to assist the Council in carrying out regular

budget monitoring.


Director of Children’s Services


1. Responsible for functions conferred on or

exercisable by the authority in their capacity as a local education authority

Section 18 Children Act 2004

2. Responsible for functions conferred on or

exercisable by the authority, which are social services functions, so far as those functions


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relate to children.

3. Responsible for functions under section 23C to

24D of the Children Act 1989, relating to looked after children.


4. Improving well-being of children in the

authority’s area.

Sections 10 and 18 Children Act 2004

5. Safeguarding and promoting the welfare of

children.

Sections 11 and 18 Children Act 2004

6. Establish and maintain information databases in

relation to the well-being and safeguarding of children

Section 12 and S18 Children Act 2004

7. Preparation and publication of a Children’s and young people’s plan.

Sections 17 and 18 Children Act 2004.

8. Responsible for any function under section 75 of

the National Health Service Act 2006 on behalf of an NHS body so far as those relate to children.


9. Responsible for any additional functions as the

authority consider appropriate




1. Responsibility for all social services functions

(other than those for which the Director of Children’s Services is responsible under section 18 of the Children Act 2004).

Section. [1A] and Schedule 1 of the Local Authority Social Services Act 1970

Director of Public Health

Statutory Source of Function.

1. Responsibility for the functions under S2B

National Health Service Act – taking steps to improve Health.

Ss 2B and 73A National Health Service Act 2006.

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2. Responsibility for the functions under S111

National Health Service Act – dental public health.

Ss 111 and 73A National Health Service Act 2006.


National Health Service Act – joint working in respect of prison health.

Ss249 and 73A National Health Service Act 2006.

4. Responsibility for compliance with regulations

made under s6C(1) or (3) National Health Service Act 2006 –requirement to undertake functions of the Secretary of State

Ss 6C(1) and (3) National Health Service Act 2006

5. Responsibility for the functions under S7A

National Health Service Act – arrangements to undertake Secretary of State’s functions.

Ss 7A and 73A National Health Service Act 2006.

6. Responsibility for the exercise by the authority of

its functions under Schedule 1 National Health Service Act 2006 - inspection of school pupils.

Schedule 1 National Health Service Act 2006

7. Responsibility for any functions that relate to

planning for or responding to emergencies involving a risk to public health.

S73A National Health Service Act 2006.


Criminal Justice Act 2003 – arrangements for assessing risk of certain offenders.

S325 Criminal Justice Act 2003

9. To prepare an annual report on the health of the

people in Harrow

S73B(5) National Health Service Act 2006

10. To be a member of the Health and Wellbeing

Board

S194(2)(d) National Health Service Act

11. Responsibility for the exercise of all other Local

Authority’s public health functions specified in S73A(1) National Health Service Act 2006.

S73A National Health Service Act 2006.

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168


PART 4

Rules Of Procedure

169

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PART 4

Rules of Procedure

Page No.

A Council Procedure Rules 4A - 1 B Committee Procedure Rules 4B – 1

B-1 Health and Wellbeing Board Procedure Rules 4B-1 - 1 C Budget and Policy Framework Procedure Rules 4C - 1 D Executive Procedure Rules 4D - 1 E Advisory Panel and Consultative Forum Procedure Rules – now included in the Committee Procedure Rules

F Overview and Scrutiny Procedure Rules - now included in the Committee Procedure Rules

G Access to Information Procedure Rules 4G - 1 H Officer Employment Procedure Rules 4H - 1 I Contract Procedure Rules 4I - 1 J Miscellaneous Procedure Rules 4J - 1 K Financial Regulations and Standards 4K - 1

171

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London Borough of Harrow July 2013 Council Procedure Rules

4A - 1

Council Procedure Rules

1. Annual Meeting of the Council

1.1 Date and Business for Annual Meeting of the Council

1.1.1 In a year when there is an ordinary election of Councillors, the

Annual Meeting will take place within 21 days of the retirement of

the outgoing Councillors. In any other year, the Annual Meeting

will take place in March, April or May.

1.2 Appointment Of Leader After Whole Council Elections

1.2.1 In a year when there is an ordinary election of Councillors, the

Council shall appoint a Leader at its Annual Meeting, which shall be

the first meeting of the Council after its whole Council elections.

1.2.2 The Leader shall:

1.2.2.1 Appoint at least two but no more than nine Members as

members of the Executive and allocate portfolio holder

responsibilities to them.

1.2.2.2 Appoint one of the members of the Executive as Deputy

Leader.

1.2.3 The Leader shall hold office as Leader until one of the following

circumstances applies:

1.2.3.1 The Council holds its first meeting after the next whole

Council elections following his or her election as

Leader; or

1.2.3.2 He or she resigns from office; or

1.2.3.3 He or she is suspended or disqualified from being a

councillor under Part III of the Local Government Act

2000; or

1.2.3.4 He or she is removed from office by resolution of the

Council

1.2.3.5 He or she is no longer a councillor.

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1.2.4 If any of the circumstances in 1.2.3.1 or 1.2.3.4 applies, the Council

shall appoint a new Leader at the same meeting of the Council. In

all other cases, at the first meeting of the Council held after the

circumstances arise.

1.2.5 Members who are appointed to the Executive by the Leader shall

continue in their roles on the Executive until one of the following

circumstances applies:

1.2.5.1 In the case of the Deputy Leader, the end of the term of

office of the Leader;

1.2.5.2 The Leader makes changes to the roles of members of

the Executive;

1.2.5.3 They are removed from office by the Leader;

1.2.5.4 They resign from office;

1.2.5.5 They are suspended or disqualified from being

councillors under Part III of the Local Government Act

2000;

1.2.5.6 They are no longer councillors.

1.2.6 Following a Borough Election and until the day of the Annual

Meeting; if the Leader has not been re-elected as a councillor or, if

re-elected, the political party of which they are a member does not

have a majority on the council, then the powers of the Leader shall

be exercised by the Head of Paid Services in consultation with all

Group Leaders.

1.3 Other Business at the Annual Meeting of the Council

1.3.1 In addition to the appointment of Leader which shall take place at

the Annual Meeting in a year in which there is an ordinary election

of Councillors, the Annual Meeting will:

1.3.1.1 elect a person to preside at the Annual Meeting if the

Mayor is not present;

1.3.1.2 elect the Mayor for the Borough of Harrow Council;

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1.3.1.3 receive the Mayor’s nomination for the Deputy Mayor of

the Borough and appoint the person nominated by the

Mayor as Deputy Mayor for the Borough of Harrow

Council;

1.3.1.4 receive the results of the Borough Elections (in an

election year);

1.3.1.5 receive notification from the Leader of the Council of the

name of the Member appointed as his/her Deputy

Leader (in an election year)

1.3.1.6 receive notification from the Leader of the Council of the

number of Members he/she is appointing to the

Executive, their names and their portfolios

1.3.1.7 take as read and approve the minutes of the last

meeting;

1.3.1.8 receive any announcement from the Mayor or Leader;

1.3.1.9 receive any declarations of interests from Members;

1.3.1.10 establish at least one Overview and Scrutiny

Committee, a Standards Committee and such other

Committees as the Council considers appropriate to

deal with matters which are neither reserved to the

Council nor are Executive functions (as set out in Part 3

of this Constitution);

1.3.1.11 receive annually the Allocation of Responsibilities

(Scheme of Delegation) as set out in Part 3 of this

Constitution;

1.3.1.12 approve a programme of ordinary meetings of the

Council for the year; and

1.3.1.13 consider any other business set out in the notice

convening the meeting.

1.4 Selection of Councillors on Committees

1.4.1 At the Annual Meeting, the Council will:

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1.4.1.1 decide which Committees to establish for the Municipal

Year;

1.4.1.2 decide the size and terms of reference of those

Committees;

1.4.1.3 decide the allocation of seats (and reserves) to political

groups in accordance with the rules on political

proportionality;

1.4.1.4 receive nominations and appoint Councillors to serve on

each Committee;

1.4.1.5 appoint a Chair for each Committee as may be

appropriate for the Municipal Year with the exception of

the Standards Committee;

1.4.1.6 appoint independent members and co-optees to

Committees as appropriate

1.4.1.7 make appointments to any joint Committees with other

authorities and to outside bodies.

1.4.2 As well as allocating Members’ seats on Committees, the Council

will allocate seats in the same manner for reserve Members. For

each Committee, the Council will normally appoint the same

number of reserves in respect of each political group as that group

holds ordinary seats on that Committee. In every case groups shall

be entitled to nominate a minimum of three reserves for

appointment.

1.5 Replacement of Councillors on Committees, Sub-committees,

advisory bodies etc

1.5.1 This Rule shall apply only to those committees or sub-committees or

other internal bodies constituted in accordance with the political

balance rules

1.5.2 Before a replacement of a Councillor appointed to a body may take

effect, a minimum of five clear working days written notice shall be

given to the Monitoring Officer by a Group Leader (or his/her

nominated representative) of the replacement of one Councillor from

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his/her Group for another Councillor from his/her Group to serve on

any committee, sub-committee, advisory panel etc.

1.5.3 A replacement shall continue in force until further notice as a

permanent change unless a further written notice is receive in accord

with 1.5.1 above.

1.5.4 At the beginning of the relevant meeting to which the replacement

applies, the Chairman shall advise of the details of any replacements.

Details of replacements will be minuted.

1.5.5 The appointment of a replacement Councillor under this Procedure

Rule shall be deemed to be an expression of the wishes of the

relevant political group under the political balance rules and shall be

deemed to be an appointment made by the Council, Committee or

Cabinet (as appropriate).

2. Ordinary Meetings

2.1 Ordinary meetings of the Council will take place in accordance with a

programme decided by the Council and listed in the Calendar of Meetings.

3. Extraordinary Meetings

3.1 Calling Extraordinary Meetings

3.1.1 Those listed below may request the Monitoring Officer to call

Council meetings in addition to ordinary meetings:

3.1.1.1 the Council by resolution;

3.1.1.2 the Mayor; or

3.1.1.3 any five Members of the Council if they have signed a

requisition presented to the Mayor and he/she has

refused to call a meeting or has failed to call a meeting

within 5 clear working days of the presentation of the

requisition.

3.1.2 If the Chief Finance Officer makes a report under section 114 of the

Local Government Finance Act 1988 or the Monitoring Officer

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makes a report under section 5 of the Local Government and

Housing Act 1989, the Monitoring Officer shall call a meeting of the

Council for the purpose of considering that report within the period

specified by the relevant statute.

3.2 Business

3.2.1 Business at Extraordinary meetings of the Council shall be

restricted to:

3.2.1.1 the election of a person to preside if both Mayor and

Deputy Mayor are absent;

3.2.1.2 any item of business specified by the Council, Mayor

or Monitoring Officer calling the meeting or specified in

the requisition presented by at least five Members of

Council;

3.2.1.3 any petitions relating to items of business on the

agenda which the Mayor agrees to hear.

4. Order of Business at Ordinary Meetings

4.1 Arrangement of Items in the Summons

Items to be included in the Summons shall be in any order that is considered

appropriate by the Monitoring Officer for the efficient dispatch of the business

of that meeting.

4.2 Order of business

4.2.1 Except as qualified by 4.1 and varied by Rule 4.4 the order of

business at Ordinary Council meetings shall be to:

4.2.1.1 choose a person to preside if both Mayor and Deputy

Mayor are absent;

4.2.1.2 receive declarations of interest from Members and any

dispensations granted by the Standards Committee (if

any);

4.2.1.3 take as read and confirm the minutes of the last

meeting;

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4.2.1.4 receive petitions from Members and the public in

accordance with the arrangements for the making of

petitions (see Rule 10);

4.2.1.5 receive questions from, and provide answers to, the

public in accordance with the rule for public questions

(see Rule 11);

4.2.1.6 deal with any business from the last Council Meeting if

necessary;

4.2.1.7 receive any announcements from the Leader;

4.2.1.8 receive reports from the Executive and the Council’s

Committees and receive questions and provide answers

on any of those reports;

4.2.1.9 consider any other business specified in the summons

to the meeting, including consideration of proposals

from the Executive in relation to the Council’s budget

and policy framework and reports of the Overview and

Scrutiny Committees or Scrutiny Sub-Committee, and

reports of the Chief Executive as appropriate;

4.2.1.10 receive questions from, and provide answers to,

Members of Council in accordance with the Rules for

questions by Members (Rule 12);

4.2.1.11 consider motions;

4.2.1.12 receive reports and questions about joint arrangements

and external organisations;

4.2.1.13 receive a statement from the Leader on his or her

activities as Leader since the date of the previous

Council meeting.

4.3 Leader and Portfolio Holders’ Announcements

4.3.1 Announcements by the Leader and Portfolio Holders submitted in

accordance with Rule 4.2 will be dealt with at ordinary meetings of

the Council in the following way:

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4.3.1.1 A Leader and Portfolio Holders’ Announcements item will

appear on the Council’s order of business paper as a

separate item and the Leader and / or Portfolio Holders

may give a short summary statement updating the Council

on matters of interest and relevant issues which have

come to the fore since the previous meeting of the

Council;

4.3.1.2 The Leader and Portfolio Holders’ Announcements will

last not more than twenty minutes. Up to 10 minutes will

be allowed for the announcements and the remainder of

the time will be allowed for questions from Members;

4.3.1.3 Members will be permitted to ask questions in relation to

the announcements on a “first called, first answered”

basis;

4.3.1.4 A Councillor asking a question under Rule 4.3.1.3 may

ask one supplementary question at the Council meeting at

which the Leader’s answer is given. The supplementary

question must arise directly out of the original question or

the reply.

4.3.1.5 Leader’s Announcements does not apply to Annual,

Extraordinary, Council Tax or adjourned meetings of the

Council.

4.3 Variation to the Order of Business

4.4.1. With the exception of items referred to in 4.2.1.1 and 4.2.1.2 of Rule

4.2, the order of business may be varied on motion without debate

so as to give precedence to any question of special importance. If

the Mayor proposes the motion it may be put to the vote without

being seconded.

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5. Arrangements for Meetings

5.1 Time and Place of Meetings

5.1.1 Meetings of the Council shall take place at the Civic Centre at 7.30pm

or at the time stated on the summons. Following consultation with the

Leaders of each of the political groups and subject to compliance with

the Access to Information Rules, the Mayor shall have the power to

alter the venue, day and time if he/she believes it to be appropriate for

the conduct of the business of the Council.

5.2 Cancellation of Meetings

5.2.1 The Chief Executive and or the Monitoring Officer may cancel an

ordinary meeting of the Council either before or after the summons for

the meeting has been issued provided that reasons for the cancellation

are given.

6. Notice Of and Summons To Meetings

6.1 The Monitoring Officer will give notice to the public of the time and place of

any meeting in accordance with the Access to Information Procedure Rules

set out in Part 4G of the Constitution. At least five clear working days before

a meeting, the summons signed by the Monitoring Officer will be sent to

every Member of the Council or left at their usual place of residence. The

summons will give the date, time and place of the meeting and specify the

business to be transacted. It will be accompanied by all relevant reports.

6.2 If there is a request to add an item to the Summons after the statutory

deadline for publication, that item may only be considered if the Mayor (as

Chair of the Council) agrees, by virtue of the special circumstances set out

either in the report or on the supplemental Summons, that the item should be

considered as a matter of urgency and then specified in the minutes of the

meeting.

6.3 This provision does not apply to any item raised under Rule 14.2 (Urgent

Motions) which the Council agrees to accept as an item of business.

7. Person To Preside

7.1 The person presiding at the meeting may exercise any power or duty of the

Mayor.

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8. Quorum

8.1 The quorum of a meeting of the Council will be one quarter of the whole

number of Members.

8.2 If, after 15 minutes from the advertised time of the start of the meeting, or

such other longer period as the Mayor may decide, a quorum is not present,

the meeting will not take place. The Mayor may announce the date and time

that the meeting will be convened.

8.3 During any meeting if the Mayor counts the number present and declares

there is not a quorum present, then the meeting will adjourn immediately.

Remaining business will be considered at a time and date fixed by the Mayor.

If he/she does not fix a date, the remaining business will be considered at the

next ordinary meeting.

9. Duration of Meetings

9.1 Commencement and Closure

Meetings of the Council will commence at 7.30 pm and close at 10.30 pm,

except as determined under Rule 9.2.

9.2 Varying the Closure Time

9.2.1 A meeting of the Council shall terminate in the manner set out in

Rule 9.3 unless:

9.2.1.1 the business of the meeting has been completed before

10.30 pm; or

9.2.1.2 by resolution passed before the closure time, the

Council resolves to extend the meeting beyond that

time, in one of the following ways, which must be

specified by resolution:

(a) to continue in the normal manner and complete the

business remaining on the summons; or

(b) to determine a later time by when the meeting must

close and, if the business is not completed by that later

time, resolve that it be then put to the vote without

debate or deferred to another meeting, as appropriate.

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9.2.2 For the avoidance of doubt, a meeting may use the provisions

within 9.2.1.2(b) above more than once in any meeting, provided

that the motion to extend the closure time is moved before the time

for the closure of the meeting or before the end of the period by

which the meeting has already been extended.

9.2.3 In considering whether (a) and (b) above are expedient, the Council

will have regard to not prejudicing third party rights or interests

affected by the remaining business on the summons.

9.3 Determining Business Upon Closure

9.3.1 At the time of closure the Mayor will advise the Council that the

procedure to terminate the meeting is to be applied;

9.3.2 Any speech commenced and then in progress, in accordance with

Rule 16.4, shall be concluded;

9.3.3 The Mayor will put any motion or recommendation of a Committee

then under consideration to the vote without further discussion;

9.3.4 All remaining business before the Council (inclusive of Committee

recommendations, motions and amendments, of which written

notice has been given to the Mayor prior to the meeting), shall be

put to the vote without discussion or further amendment;

9.3.5 The right to ask an oral question on any matter before the Council

at that meeting shall be lost but a subsequent written answer shall

be given by the Leader or relevant Committee Chair or Portfolio

Holder to any question to them already notified in writing.

10. Petitions

10.1 Presentation of Petitions

10.1.1 All petitions received shall normally be dealt with in accordance with

the Council’s Petition Scheme (at Appendix A to these Rules) and

will be referred to the appropriate Council Committee or sub-

committee, or to the Executive, Portfolio Holder, Advisory Panel or

Consultative Forum of the Executive. If the petitioners request that

the petition be presented at a meeting of Council this can be done

in the following ways:

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10.1.1.1 a representative of the petitioners may attend at the

time stated for the start of the Council meeting and

request to read the petition to the meeting;

10.1.1.2 the petitioners may approach a Councillor and ask the

Councillor to read the petition on their behalf;

10.1.1.3 the petitioners may send the petition to the Monitoring

Officer and request for the Mayor to read the petition.

10.1.2 The person presenting the petition may only read the terms of the

petition and may not make any further comments. That person will

have one minute to read the terms of the petition unless the Mayor

determines that this time limit should be extended or reduced.

10.2 Notice and Consideration of Petitions

10.2.1 There is no need for any advance notice to be given of the wish to

present a petition to Council but if 7 clear working days notice is

given to the Monitoring Officer a note of the petition will appear on

the summons for the meeting.

10.2.2 After all petitions have been read they shall stand to be dealt with in

accordance with the Petition Scheme and will usually be referred to

the appropriate Council Committee, sub-committee or Executive,

Advisory Panel, Consultative Forum or Portfolio Holder. Subject to

10.2.3 Unless the Mayor decides otherwise, no discussion shall

take place on any petition.

10.2.3 Petitions that meet the criteria set out in Section 6 of the Petition

Scheme will be considered by the Council in accordance with the

provisions of that Section.

11. Public Questions

11.1 General

11.1.1 Members of the public may ask questions of Members of the

Executive, Portfolio Holders and Chairs of Council Committees at

ordinary meetings of the Council. Questioners will not be allowed to

address the Council generally on a matter, they may only ask

questions.

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11.2 Time Limit for Questions

11.2.1 There will be a time limit of 15 minutes for the asking and answering

of public questions. Once this time limit has been reached no

further questions can be asked but a questioner can complete a

question or a supplemental question, and the Member can complete

a reply. Unless the Mayor permits otherwise, a reply to a question

shall not exceed three minutes. If the Member answering believes

that a longer response is necessary an oral summary will be given

and a full reply shall be completed in writing. A copy of any written

answer shall be given to the Monitoring Officer who will send it to the

questioner and all Members of the Council and be recorded in the

Minutes of the meeting.

11.3 Order and Notice of Questions

11.3.1 Questions will be asked in the order that notice of them was

received, except that the Mayor may group together similar

questions.

11.3.2 A question may only be asked if notice has been given in writing, by

fax or by electronic mail to the Monitoring Officer at

[email protected] no later than 3.00 pm two clear

working days before the day of the meeting. Each question must be

emailed submitted by the questioner, identifying their name,

address, and where appropriate e-mail address, and give the name

of the Member to whom it is to be put.

11.3.3 Without prejudicing 11.3.2 above, where a report is circulated after

the normal Council agenda despatch by supplemental agenda a

question may be asked, if notice has been given in writing, by fax or

by electronic mail to the Monitoring Officer at

[email protected] no later than 3.00 pm ONE clear

working day before the day of the meeting. Each question must be

emailed from the questioner’s email address, give the name and

address of the questioner and name of the Member to whom it is to

be put.

11.3.4 The Member to whom any question is put may arrange for another

Member to answer on his or her behalf.

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11.3.5 The Council takes no responsibility for questions which are sent and

fail to reach the correct e-mail address, postal address or fax

number.

11.4 Number of Questions

11.4.1 At any one meeting no person may submit more than one question.

A questioner will be allowed to ask a supplementary question

directly relating to the content of the answer given to the written

question. The Mayor may reject a supplemental question if it falls

within any of the categories in paragraph 11.5 below.

11.5 Scope of Questions

11.5.1 The Mayor on the advice of the Monitoring Officer may, on giving

reasons, reject a written question if it:

11.5.1.1 would risk defamation of an individual or is frivolous or

offensive; or

11.5.1.2 does not relate to a matter for which the Council has

powers or duties; or

11.5.1.3 does not relate to a matter which affects the London

Borough of Harrow; or

11.5.1.4 would require the disclosure of confidential or exempt

information; or

11.5.1.5 is substantially the same as a question which has been

put at any meeting of the Council in the last six months.

11.5.2 No invalid questions will be circulated.

11.6 Record of Public Questions

11.6.1 The Monitoring Officer will enter each written question in a

document open to public inspection and will immediately send a

copy of the question to the Member to whom it is to be put.

Rejected questions will include reasons for rejection.

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11.6.2 Copies of all valid questions will be circulated to all Members and will

be made available to the public at the meeting.

11.7 Asking Questions at the Meeting

11.7.1 The Mayor will invite the questioner to put the question to the

Member named in the notice or other Member nominated to

answer.

11.7.2 If a questioner, who has submitted a written question, is unable to

be present, they may ask the Mayor to put the question on their

behalf. The Mayor may either:

11.7.2.1 ask the question on the questioner’s behalf; or

11.7.2.2 indicate that a written reply will be given; or

11.7.2.3 decide that, in the absence of the questioner, that the

question will not be dealt with.

11.8 Written Answers

11.8.1 Any question, which cannot be dealt with during public question time

because of lack of time, will be dealt with by written answer. A copy

of any written answer shall be given to the Monitoring Officer who will

send it to the questioner and all Members of the Council.

11.9 Reference of a Question to the Executive, a Portfolio Holder,

Committee, Advisory Panel or Consultative Forum

11.9.1 Unless the Mayor decides otherwise, no discussion will take place on

any question, but any Member may move that a matter raised by a

question be referred to the Executive, Portfolio Holder, Advisory

Panel or Consultative Forum of the Executive or appropriate Council

Committee or sub-committee. Such a motion will be voted on without

discussion.

12. Questions Without Notice

12.1 Questions Without Notice

12.1.1 A Member of the Council may ask a Member of the Executive, or

Chair of a Committee any question without notice upon an item in a

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report of the Executive or a Committee when that item is initially

proposed and prior to the commencement of formal debate by the

Council.

12.1.2 Questions asked under this Rule shall be asked and answered at the

time the matter relating to the question is under consideration.

12.2 Questions With Notice

12.2.1 Subject to Rule 12.3, a Member of the Council may ask a Member of

the Executive or the Chair of any Committee a question (which

depending on its nature may be dealt with in either public or private

session) on any matter in relation to which the Council has powers

or duties or which affects the London Borough of Harrow.

12.2.2 A limit of 15 minutes shall be given to the asking of written questions

by Members under this Rule.

12.3 Notice of Questions

12.3.1 A Member may only ask a question under Rule 12.2 if either:

12.3.1.1 they have submitted such question by 3.00pm, two

clear working days before the day of the meeting in

writing, by fax or e-mail, of the question to the

Monitoring Officer; or

12.3.1.2 without prejudicing 12.3.1.1 above, where a report is

circulated after the normal Council agenda despatch by

supplemental agenda a question may be asked, if

notice has been given in writing, by fax or by e-mail to

the Monitoring Officer no later than 3.00pm ONE clear

working day before the date of the meeting; or

12.3.1.3 the question relates to urgent matters, and they have

the consent of the Committee Chair or Executive

Member to whom the question is to be put and the

content of the question is given to the Monitoring Officer

by 12.00 noon on the day of the meeting.

12.3.2 Questions will be answered strictly in accordance with the order in

which they are received by the Monitoring Officer.

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12.4 Response

12.4.1 An answer may be given by the Member to whom the question was

asked or by such other member as is considered appropriate.

12.4.2 An answer may take the form of:

12.4.2.1 a direct oral answer;

12.4.2.2 where the desired information is in a publication of the

Council or other published work, a reference to that

publication; or

12.4.2.3 where the reply cannot conveniently be given orally a

written answer will be supplied. A copy of any written

answer shall be given to the Monitoring Officer who will

send it to the questioner and all Members of the Council

and be recorded in the Minutes of the meeting.

12.5 Supplementary Question

12.5.1 A Member asking a question under Rule 12.2 may ask one

supplementary question without notice of the Member to whom the

first question was asked. The supplemental question must arise

directly out of the original question or the reply.

12.6 Limits to the Length of Questions and Responses

12.6.1 A questioner may only ask a direct question and may not seek to

address the meeting on any issues arising.

12.6.2 A Member giving an answer may speak for no longer than three

minutes in replying to that question (two minutes in respect of a

supplemental question). If a Member believes that a longer answer

is necessary an oral summary will be given and a full reply shall be

completed in writing. A copy of any written answer shall be given to

the Monitoring Officer who will send it to the questioner and all

Members of the Council and be recorded in the Minutes of the

meeting.

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12.7 Referral to the Executive, a Portfolio Holder or a Committee

12.7.1 Every question shall be put and answered without discussion. Any

Member can move that the matter raised by the question be referred to the

Executive, Portfolio Holder or appropriate Committee or sub-committee.

Once seconded such a motion shall be voted upon without discussion.

12.8 Invalid Questions

12.8.1 The Mayor may, in consultation with the Monitoring Officer rule out

of order questions which in his or her opinion:

12.8.1.1 would risk defamation of an individual or are frivolous or

offensive; or

12.8.1.2 do not relate to a matter for which the Council has

powers or duties or do not affect the London Borough of

Harrow; or


information; or

12.8.1.4 are substantially the same as a question which has

been put at any meeting of the Council in the last six

months.

12.8.2 No invalid questions will be circulated.

13. Recommendations From The Executive, Committees and Statutory

Officers

13.1 Receipt of Recommendations from the Executive

13.1.1 The Executive shall make recommendations to the Council on any

matter that is within the Council’s functions falling to the Council to determine

or on which the Executive is required to consult with or obtain the approval of

the Council. Such recommendations shall be moved by the Leader. A

seconder to such a motion is not required.

13.2 Receipt of Recommendations from Committees

13.2.1 The Council shall consider recommendations made to it by

Committees on matters falling within the Council’s terms of reference. The

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recommendation shall be moved by the Chair of that Committee. A seconder

to such a motion is not required.

13.3 Order of Recommendations

13.3.1 Recommendations to the Council from the Executive or a Committee

shall be placed on the summons by the Monitoring Officer in such order as

seems most convenient for the conduct of the business of the Council. They

shall be considered in the order on the summons unless the Mayor proposes

to vary the order of business under Rule 4.4.

13.4 Receipt of Recommendations from Statutory Officers

13.4.1 The Chief Executive may make reports to Council as necessary. The

Chief Executive, Monitoring Officer, Section 151 Officer, Director of

Children’s Services and Director of Adult Social Services may report to

Council as required by statute in the exercise of their statutory

responsibilities.

14. Motions

14.1 Notice

14.1.1 Except for motions that can be moved without notice under Rule 15,

and urgent motions under Rule 14.2, written notice of every motion, signed

by at least two Members, must be delivered to the Monitoring Officer not later

than 5.00 pm six clear working days before the date of the meeting. All

motions will be entered in a document open to public inspection.

Examples of this deadline

Day of meeting Motion must be with Monitoring Officer by 5.00 pm

Monday 17th Thursday 6th

Tuesday 18th Friday 7th

Wednesday 19th Monday 10th

Thursday 20th Tuesday 11th

Friday 21st Wednesday 12th

14.2 Urgent Motions

14.2.1 A motion, which would otherwise require notice under Rule 14.1

may be moved without prior notice providing:

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14.2.1.1 a copy of the motion signed by at least two Members is

delivered by 5.00 pm on the day of the meeting to the

Monitoring Officer;

14.2.1.2 written reasons for urgency are given by the mover with

the motion; and

14.2.1.3 the Council agrees, without debate, to accept the

motion.

14.2.2 The Monitoring Officer will make copies available to every Member

of Council at the start of the meeting or earlier if practicable.

14.3 Motions Set Out in Summons

14.3.1 Motions for which notice has been given under Rule 14.1. will be listed

on the summons in the order in which notice was received.

14.3.2 Notices of motion on the summons shall state the names of the two

Members proposing and seconding the motion.

14.4 Invalid Motions

14.4.1 The Mayor may, in consultation with the Monitoring Officer rule out

of order motions which in his or her opinion:

14.4.1.1 would risk defamation of an individual or are frivolous or

offensive; or

14.4.1.2 do not relate to a matter for which the Council (as local

authority) has powers or do not affect the London



information; or

14.4.1.4 are substantially the same as a motion which has been

put at any meeting of the Council in the last six months.

14.4.2 No invalid motions will appear on the Council agenda or be

otherwise circulated.

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14.5 Motions Relating to Reports and Recommendations on the agenda

14.5.1 Where the Mayor considers it appropriate, any motion for which notice

has been duly given and which relates to any recommendation of the

Executive or a Committee or a statutory officer to be considered at the same

meeting, may be treated as an amendment to such recommendation and

shall be considered at the same time as the recommendation is considered.

14.6 Motions Relating to a Matter Delegated to the Executive or a Committee

14.6.1 If the Mayor, in consultation with the Monitoring Officer, considers that

any motion made under this Rule refers to matters within the powers of the

Executive or a Committee of the Council, then it shall be indicated on the

Council summons, supported by reasons, that the motion shall stand referred

to the next meeting of the Executive or to a Committee. Any Member may

move that any such referral should not apply to a motion, and if seconded,

that motion shall be put to the vote without any discussion. Provided that after

disposal of any motions relating to business reserved to the Council the

Leader of the Opposition may move one motion at a meeting of Council

(excluding the Annual Meeting) relating to a matter within the powers of the

Executive which shall not stand automatically referred to the next meeting of

the Executive but shall be dealt with as if paragraph 14.7.1 below applied,

such motion having been identified to the Director of Legal and Governance

Services at the time of the deadline for submissions of motions.

14.7 Motions Stand Referred to the Executive under Rule 14.6

14.7.1 If a motion is marked on the Summons as to stand referred to the

Executive under Rule 14.6, then where Council decides to disapply the

referral and allow the matter to be debated, the Council can make no

decision on the matter but may make a recommendation or pass comments

to the Executive.

14.7.2 The Executive shall not be bound to accept any such

recommendation or act on any such comments.

14.8 Motions Calling for a Report

14.8.1 A motion which calls for a report on a given matter and which has

been signed by six Members of the Council shall be referred without

discussion to the next meeting of the Executive or appropriate Committee, or

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to a Portfolio Holder. A report from the Executive, Portfolio Holder or

Committee shall be submitted to the Council within a maximum of four

months unless the Council agree a longer period.

15. Motions Without Notice

15.1 Motions that may be moved by any Member without notice

15.1.1 The following motions may be moved without notice by any

Member:

15.1.1.1 in the absence of the Mayor and Deputy Mayor of the

Council, to appoint a Member to preside at the meeting

at which the motion is moved;

15.1.1.2 in relation to the accuracy of the minutes;

15.1.1.3 to change the order of business on the agenda;

15.1.1.4 to refer a matter to an appropriate body or individual;

15.1.1.5 to appoint a Committee or Member arising from an item

on the summons for the meeting;

15.1.1.6 to receive recommendations or reports from the

Executive, a Portfolio Holder, Committee or an officer

and any resolutions following from them;

15.1.1.7 to withdraw a motion;

15.1.1.8 to amend a motion;

15.1.1.9 to extend the time limit for speeches;

15.1.1.10 that the meeting continue beyond three hours in

duration;

15.1.1.11 to suspend a particular Council Procedural Rule;

15.1.1.12 to exclude the press and public in accordance with Rule

11 of the Access to Information Procedure Rules;

15.1.1.13 to not hear further a Member named under Rule 22.3 or

to exclude them from the meeting under Rule 22.4; and

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15.1.1.14 to give the consent of the Council where its consent is

required by this Constitution.

15.2 Motions Relating to Closure of Debate, Adjournment and Next Business

15.2.1 The following motions may be moved without notice by any Member

who has not spoken on the matter under debate at the close of any

speech:

15.2.1.1 that the Council meeting be adjourned with immediate

effect;

15.2.1.2 that the debate be adjourned to the next meeting of the

Council;

15.2.1.3 that the Council proceed to the next item of business on

the agenda;

15.2.1.4 that the question be now put without further debate.

15.3 Limits to the Right to Move Motions Under 15.2

15.3.1 The Mayor shall have the power to refuse to accept a motion under

15.2 if, in his/her opinion, he/she considers it to be premature.

15.4 Further Provisions Relating to Motions Under 15.2

15.4.1 When a motion to adjourn is carried, the Mayor shall determine

which Member shall have the right to open the debate when

resumed.

15.4.2 When a motion that the question be now put is carried the mover of

the motion previously under discussion shall have the right to reply

before the vote is taken on that motion or on an amendment to that

motion if they have not already spoken to the amendment.

16. Rules Of Debate

16.1 No Speeches Until Motion Seconded

16.1.1 No speeches may be made until after the mover has moved a

proposal and explained the purpose of it and the motion has been seconded.

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16.2 Right to Require Motion in Writing

16.2.1 Unless written notice of the motion has already been given, the Mayor

may require it to be written down and handed to him/her before it is

discussed.

16.3 Seconder’s Speech

16.3.1 When seconding a motion or amendment, a Member may reserve

his/her speech until later in the debate.

16.4 Content and Length of Speeches

16.4.1 This Rule does not apply to motions moved under Rule 15, which

must (except as stated in Rule 15) be moved and seconded without

speeches.

16.4.2 Speeches must be directed to the question under discussion or to a

personal explanation or point of order.

16.4.3 Subject to sub-paragraph 16.4.4 the speech of a proposer of a

motion or of an amendment shall not exceed five minutes and no

other speech shall exceed three minutes.

16.4.4 The Mayor may allow speeches to continue for a longer period

where he/she considers that it is the wish of the Council that they

should do so.

16.5 When a Member May Speak Again

16.5.1 A Member who has spoken on a motion may not speak again whilst

it is the subject of debate, except:

16.5.1.1 to speak once on an amendment moved by another

Member;

16.5.1.2 to move a further amendment if the motion has been

amended since he/she last spoke;

16.5.1.3 if his/her first speech was on an amendment moved by

another Member, to speak on the main issue (whether

or not the amendment on which he/she first spoke was

carried);

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16.5.1.4 in exercise of a right of reply;

16.5.1.5 on a point of order; and

16.5.1.6 by way of personal explanation.

16.6 Amendments to Motions

16.6.1 An amendment to a motion must be relevant to the motion and will

either be:

16.6.1.1 to refer the matter to an appropriate body or individual

for consideration or reconsideration;

16.6.1.2 to leave out words;

16.6.1.3 to leave out words and insert or add others;

16.6.1.4 to insert or add words;

as long as the effect of 16.6.1.2 to 16.6.1.4 is not to negate the

motion or to introduce a new proposal.

16.6.2 Only one amendment may be moved and discussed at any one

time. No further amendment may be moved until the amendment

under discussion has been disposed of.

16.6.3 If an amendment is not carried, other amendments to the original

motion may be moved.

16.6.4 If an amendment is carried, the motion as amended takes the place

of the original motion. This becomes the substantive motion to

which any further amendments are moved.

16.6.5 Except when the provisions in Rule 9.2.1.2(b) and 9.3 are being

used, after an amendment has been carried, the Mayor will read out

the amended motion before accepting any further amendments, or if

there are none, put it to the vote.

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16.7 Alteration of a Motion by the Mover

16.7.1 When first moving it, a Member may alter a motion of which he/she

has given notice with the consent of the meeting and the seconder.

The meeting’s consent will be signified without discussion.

16.7.2 A Member may also alter a motion, which he/she has moved

without notice, during the meeting, with the consent of the meeting

and the seconder. The meeting’s consent will be signified without

discussion.

16.7.3 Only alterations, which could be made as an amendment may be

made.

16.8 Withdrawal of a Motion

16.8.1 A Member may withdraw a motion, which he/she has moved with the

consent of both the meeting and the seconder. The meeting’s consent will be

signified without discussion. No Member may speak on the motion after the

mover has asked permission to withdraw it unless that permission has been

refused.

16.8.2 If a motion set out in the summons is not moved by one of the two

signatories to the notice of motion, or by some other Member on their behalf,

it shall, unless postponed by consent of the Council, be treated as withdrawn

and shall not be moved without fresh notice.

16.9 Right of Reply

16.9.1 The mover of a motion (including a substantive motion following an

approved amendment) has a right to reply at the end of the debate

on the motion, immediately before it is put to the vote.

16.9.2 The mover of the original motion may speak once on the

amendment either during the debate on the amendment or as a

right of reply at the close of the debate on the amendment.

16.9.3 The mover of an amendment has no right of reply to the debate on

his or her amendment.

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16.9.4 A Member exercising a right of reply shall not introduce new

matters, and, after every right of reply to which this Rule refers, a

decision shall be taken without further discussion.

16.10 Motions that may be Moved During Debate

16.10.1 When a motion is under debate, no other motion may be moved

except the following procedural motions:

16.10.1.1 to withdraw a motion;

16.10.1.2 to amend a motion;

16.10.1.3 to proceed to the next business;

16.10.1.4 that the question be now put;

16.10.1.5 to adjourn a debate;

16.10.1.6 to adjourn the meeting;

16.10.1.7 that the subject of debate be referred to or be referred

back to the Executive, a Portfolio Holder or a

Committee;

16.10.1.8 that the meeting continue beyond three hours in

duration;

16.10.1.9 to exclude the press and public in accordance with Rule

11 of the Access to Information Procedure Rules; and

16.10.1.10 to not hear further a Member named under Rule 22.3 or

to exclude them from the meeting under Rule 22.4.

16.11 Point of Order

16.11.1 A Member may raise a point of order at any time and shall indicate

their wish to do so by addressing the Mayor. The Mayor will hear it

immediately. A point of order may only relate to an alleged breach

of these Council Rules of Procedure or of the law. The Member

must start by identifying the Rule or law and the way in which

he/she considers it to have been broken. The ruling of the Mayor

on the matter will be final.

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16.12 Personal Explanation

16.12.1 A Member who has been named by another Member may seek to

make a personal explanation if the named Member believes that an earlier

speech by the named Member during the meeting has been misunderstood.

A Member shall indicate his or her wish to make a personal explanation by

addressing the Mayor. The ruling of the Mayor on the admissibility of a

personal explanation will be final.

17. Previous Decisions And Motions

17.1 Motion to Rescind a Previous Decision

17.1.1 A motion or amendment to rescind a decision made at a meeting of

Council within the past six months cannot be moved unless the notice of

motion is signed by at least one quarter of the Members of the Council.

17.2 Motion Similar to One Previously Considered

17.2.1 A motion or amendment in similar terms to one that has been

considered at a meeting of Council in the past six months cannot be moved

unless the notice of motion or amendment is signed by at least one quarter of

the Members of the Council.

17.3 Not to Apply to Recommendations

17.3.1 This Rule does not apply to motions in pursuance of a

recommendation to Council made by the Executive, a Portfolio Holder or a

Committee under Rules 13.1 and 13.2.

18. Voting

18.1 Majority

18.1 1 Unless required by Statute or this Constitution provides otherwise, any

matter will be decided by a simple majority of those Members voting and

seated in the room at the time the question was put. Voting shall be by a

show of hands.

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18.2 Mayor’s Casting Vote

18.2.1 If there is an equal number of votes for and against, the Mayor will

have a second or casting vote. There will be no restriction on how the Mayor

chooses to exercise a casting vote.

18.3 Individual Recorded Vote and Explanation for Vote

18.3.1 If immediately before the vote is taken any Member present at the

meeting requests that his or her vote be recorded as voting for or

against or not voting, it shall be so recorded in the minutes.

18.3.2 A recording of a vote or abstention in the minutes shall be made

without explanation save in cases where it is necessary for the

avoidance of ambiguity, when a brief note may be added at the

Member’s request explaining that Member’s reason for voting or not

voting.

18.4 Recorded Vote by Roll Call

18.4.1 If immediately before an ordinary vote is taken 10 Members present at

the meeting demand it, the names for and against the motion or amendment

or abstaining from voting will be taken down in writing and entered into the

minutes.

18.5 Voting on Appointments

18.5.1 If there are more than two people nominated for any position to be

filled by the Council and of the votes given there is not a majority in

favour of one person, the name of the person having the least

number of votes shall be disregarded and a fresh vote shall be

taken. The process shall be repeated until a majority of votes is

given to one person.

18.5.2 The provisions of sub-paragraph 18.5.1 shall apply to each

appointment to an outside body. If the Council is required to

appoint more than one person to a position on an outside body, the

appointment to each position shall be treated as a separate

appointment.

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19. Minutes

19.1 Signing the Minutes

19.1.1 The Mayor will sign the minutes of the proceedings at the next

available meeting. The Mayor will move that the minutes of the previous

meeting be signed as a correct record. Only the accuracy of the minutes

may be discussed.

19.2 No Requirement to Sign Minutes of Previous Meeting at Extraordinary

meeting

19.2.1 Where in relation to any meeting, the next meeting for the purposes of

signing the minutes is a meeting called under paragraph 3 of Schedule 12 of

the Local Government Act 1972 (an Extraordinary Meeting), then the next

following meeting (being a meeting called otherwise than under that

paragraph) will be treated as a suitable meeting for the purposes of

paragraph 41(1) and (2) of Schedule 12 relating to signing of minutes.

19.3 Minutes of Decisions of the Council

19.3.1 Minutes of the Council shall be published on the Council’s intranet and

website. Minutes shall be published within 5 clear working days of the date of

the meeting”.

20. Record of Attendance

20.1 All Members present during the whole or part of a meeting must, before the

conclusion of every meeting, sign their names in the attendance document

provided.

21. Exclusion Of The Press & Public

21.1 Members of the public and press may only be excluded either in accordance

with Rule 11 of the Access to Information Procedure Rules in Part 4 of this

Constitution or under Rule 24 (Disturbance by the Public).

22. Members’ Conduct

22.1 Standing to Speak

22.1.1 When a Member speaks at a meeting of Council they must stand and

address the meeting through the Mayor. If more than one Member stands,

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the Mayor will ask one to speak and the others must sit. Other Members

must remain seated whilst a Member is speaking unless they wish to make a

point of order or a point of personal explanation. This rule will not apply to

those with disabilities or who are otherwise unable to stand.

22.2 Mayor Standing

22.2.1 When the Mayor stands during a debate, any Member speaking at the

time must stop and sit down. The meeting must be silent.

22.3 Member not to be Heard Further

22.3.1 If a Member persistently disregards the ruling of the Mayor by

behaving improperly or offensively or deliberately obstructs business, the

Mayor may move that the Member be not heard further for the remainder of

the item of business being considered. If seconded, the motion will be voted

on without discussion.

22.4 Member to Leave the Meeting

22.4.1 If the Member continues to behave improperly after such a motion

under 22.3 is carried, the Mayor may move that either the Member leave the

meeting or that the meeting be adjourned for a specified period. If seconded,

the motion will be voted on without discussion.

22.5 General Disturbance

22.5.1 If there is a general disturbance making business impossible, the

Mayor may adjourn the meeting for as long as he/she thinks necessary.

23. Confidential Business

23.1 All reports, other documents, information, discussions and proceedings of the

Council which are marked “Exempt” under Schedule 12A of the Local

Government Act 1972, or “Confidential”, must be treated as such by all

Members of the Council. Members of the public will not have access to these

papers and discussions. Confidential or exempt items will be marked as such

and the relevant part of Schedule 12A will be specified on the document.

23.2 Confidential and/or exempt items will be discussed in ‘Part II’ of the Council

meeting following a resolution to exclude the press and public.

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24. Disturbance By The Public

24.1 Removal of Member of the Public

24.1.1 If a member of the public interrupts proceedings, the Mayor will warn

the person concerned. If they continue to interrupt, the Mayor will order their

removal from the meeting room.

24.2 Clearance of part of a Meeting Room

24.2.1 If there is a general disturbance in any part of the meeting room open

to the public, the Mayor may call for that part to be cleared.

24.3 Adjournment

24.3.1 Following an order by the Mayor for one or more members of the

public to leave the meeting room, if he/she deems it necessary in

the interests of public safety and for the safety of Members and

officers present, the Mayor may adjourn the meeting for as long as

he/she thinks necessary.

24.3.2 If it is considered expedient so to do, the Mayor with the agreement

of the Members present may adjourn the meeting for such duration

as is considered appropriate.

25. Suspension And Amendment of Council Procedure Rules

25.1 Suspension

25.1.1 All of these Council Rules of Procedure except Rules (18.3, 19.2, 21,

and 25) may be suspended by motion on notice, or without notice if at least

one half of all Members of the Council are present, and where such motion is

carried by a majority of those present. Suspension may be for one or more

items of business during the course of the meeting when the suspension is

agreed but may not extend beyond that meeting.

25.2 Amendment and Revocation

25.2.1 Any motion, which has the effect of amending, or revoking any part of

the Council’s Procedural Rules shall, when proposed or seconded, stand

adjourned without discussion to the next ordinary meeting of the Council.

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26. Recording of Meetings

26.1 Other than the Monitoring Officer or his/her nominated representative, no

person may use any mechanical or electronic means of recording or

photographing or broadcasting of any part of any meeting of the Council,

unless the person presiding at the meeting, in consultation with the other

Councillors present at the meeting, gives express permission.

26.2 This Rule shall not apply to a written record of the discussion or decisions

made at any meeting.

27. Ruling Of The Mayor On Interpretation Of These Rules

27.1 The Mayor’s ruling on the interpretation or application of any of the Council

Procedure Rules is final.

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Part 4 - Appendix A


Petition Scheme

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1. Petitions

1.1 Harrow Council recognises that petitions can be a good way to highlight issues that people feel strongly about. A petition may be used by people who live, work or study in the borough to formally register a collective request or concern about the Council or its services. We have a duty to consider and respond to all petitions we receive.

1.2 All petitions submitted to the Council will be acknowledged within 15 working

days of receipt by the Legal and Governance Services Department, setting out what will happen to the petition. We will treat as a petition anything that is identified as a petition or seems to us intended to be a petition.

1.3 Paper petitions can be sent to:

The Monitoring Officer Legal and Governance Services Department Harrow Council PO Box 2 Civic Centre Station Road Harrow HA1 2UH

1.4 We are currently developing our e-petition Scheme. In the meantime please

submit a paper petition. 1.5 Alternatively, petitions may be presented at a meeting of the Council,

Executive or a committee. Please follow http://www.harrow.gov.uk/www2/documents/s108866/Constitution.pdf to the Council’s Constitution which contains Procedure Rules for the Council, the Executive and the committees. These rules explain the procedure for presenting petitions at meetings of the different bodies.

2. What must a petition include?

2.1 Petitions submitted to the Council must include

• a clear and concise statement covering the subject of the petition, including the action the petitioners wish to take; and

• the names addresses and signatures of people who support the petition and who live, work or study in the Borough of Harrow. The address given must be a home, work or study address in the Borough.

2.2 Petitions should be accompanied by contact details, including an address, for

the petition organiser. This is the person we will contact to explain how we will respond to the petition. The contact details of the petition organiser will

not be placed on our website.

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2.3 Petitions which are considered by the Monitoring Officer to be vexatious, abusive or otherwise inappropriate will not be accepted or published and no further action will be taken.

2.4 If a petition does not follow the guidelines set out above we may decide not to

do anything further with it. In that case we will write to you to explain this. 2.5 In the period immediately before an election or referendum we may need to

deal with your petition differently – if this is the case we will explain the reasons and discuss any revised timescale which will apply.

3. What will the Council do when it receives my petition?

3.1 Acknowledgement

3.1.1 We will send an acknowledgement to the petition organiser within 15 working days of receiving the petition. The acknowledgement will explain what will happen next and when they can expect to hear from us again.

3.1.2 If we think it is appropriate to take the action requested immediately,

the acknowledgement will explain this, and the petition will be closed. 3.1.3 If another procedure is more suitable for dealing with the petition (for

example, if the petition applies to a planning or licensing application, or if the matter is already in the process of being dealt with under another procedure) we will inform the petition organiser of this. We will not take any action on a petition which the Monitoring Officer considers is vexatious, abusive or otherwise inappropriate, and will explain the reasons for this in our acknowledgement of the petition.

3.2 Publication

3.2.1 To ensure that people know what we are doing in response to the petitions we receive, the details of all the petitions submitted to us will be published on our website, except where this would be inappropriate. We will also publish correspondence relating to a petition as appropriate (all personal details will be removed). When a person signs an e-petition they can elect to receive this information by email. We will not send anything which is not relevant to the e-petition, unless the signatory chooses to receive other emails from us.

4. What will happen next?

4.1 The next steps will depend on what a petition asks for and how many people have signed it. An officer of the Council will consider the petition initially and decide how to deal with it most effectively. For example, this might involve the officer writing to the petition organiser; undertaking research or an inquiry; or organising a meeting with the petitioners or other interested parties.

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4.2 If the petition concerns a particular area of Council business, it will usually be

referred to the committee or sub-committee or other body that deals with that area and may be considered at a meeting. Committee meetings are usually held in public, so people who are interested in the petition will be able to observe any discussion that takes place.

5. Petitions involving partners / other authorities

5.1 If the petition is about something over which we have no direct control (for example the local railway or hospital) we will consider referring the matter to the Executive to take up the matter on behalf of the community with the relevant body. We work with a large number of official partners and where possible will work with these partners to respond to your petition. If we are unable to do this then we will explain why. You can find out more about the services for which we are responsible by following http://www.harrow.gov.uk.

5.2 If the petition is about something that is the responsibility of a different

Council we will forward the petition to the other Council, or take other appropriate action, and will notify the petition organiser about what we have done.

6. Petitions with over 2000 signatures

6.1 If a petition contains more than 2000 signatures of people who live, work or study in the Borough (the address in the Borough at which they live, work or study must be provided), it will be considered / debated by the full Council, unless it is a petition asking for a senior Council officer to give evidence at a public meeting (see section 7 below). This means that the issue raised in the petition will be discussed at a meeting which all Councillors can attend. The Council will endeavour to consider the petition at its next meeting, although in some circumstances this may not be possible - for example, when the petition is submitted too close to the meeting date, in which case consideration will take place at the following meeting. The petition organiser will be invited to the meeting to present the petition and the petition will then be discussed by Councillors. The presentation must last no longer than one minute and the discussion will last a maximum of 10 minutes.

6.2 Following consideration / discussion the Council may refer the petition to the

Cabinet, a committee or a Corporate Director to determine the matter, taking into account the views expressed by the Council.

6.3 The petition organiser will receive written confirmation of this decision. This

confirmation will also be published on our website.

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7. Officer evidence

7.1 A petition may ask for a senior Council officer to give evidence at a meeting about something for which the officer is responsible as part of their job. The petition must relate solely to the officer’s job and not their personal circumstances or character. For example, your petition may ask a senior official to explain progress on an issue, or to explain the advice given to elected members to enable them to make a particular decision.

7.2 Only staff in the following senior posts may be called to give evidence:

• Head of Paid Service (Chief Executive)

• Assistant Chief Executive

• Director of Legal and Governance Services

• Corporate Director, Finance

• Corporate Director, Children’s Services

• Corporate Director, Community and Environment

• Corporate Director, Adults and Housing

• Corporate Director, Place Shaping

7.3 If a petition contains at least 1000 signatures of people who live, work or study in the Borough the relevant senior officer will be called to give evidence in public at a meeting of our overview and scrutiny committee. The committee may decide that it would be more appropriate for another officer to give evidence instead of any officer named in the petition – for instance if the named officer has changed jobs. The committee may also decide to call a relevant Councillor or invite relevant officers from one or more partner agencies to attend the meeting. Committee members will ask the questions at this meeting, but the petition organiser will be able to suggest questions to the chair of the committee up to three working days before the meeting.

8. E-petitions

8.1 We welcome e-petitions which are created and submitted through our website (www.harrow.gov.uk). E-petitions must follow the same guidelines as paper petitions set out above. The petition organiser will need to provide us with their name, postal address and email address. They must also decide how long the petition will be open for signature. Most petitions run for 6 months but you can choose for a shorter or longer timeframe, up to a maximum of 12 months.

8.2 When you create an e-petition, it may take up to 10 working days before it is

published online and made available for signature. 8.3 If we cannot publish your petition, we will contact you to explain why. You will

be able to change and resubmit your petition if you wish. If you do not do this within 10 days of us contacting you, a summary of the petition and the reasons why it has not been accepted will be published under the ‘rejected petitions’ section of the website.

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8.4 When an e-petition has closed, the petition organiser will be sent an acknowledgement within 15 working days.

8.5 A petition acknowledgement and response will be emailed to everyone who

has signed the e-petition and elected to receive this information. The acknowledgement and response will also be published on the website. The petition will then be dealt with in the same way as paper petitions.

Guidance notes for e-petitions will be published when the e-petitions system is available.

9. How to ‘sign’ an e-petition

9.1 When you sign an e-petition you will be asked to provide your name, postcode and a valid email address. When you have submitted this information you will be sent an email to the address you have provided. This email will include a link which you must click on in order to confirm the email address is valid. Once this step is complete your ‘signature’ will be added to the petition. People visiting the e-petition will be able to see your name in the list of those who have signed it but your contact details will not be visible.

10. Reviewing the Council’s response to a petition

10.1 If you feel that we have not dealt with your petition adequately, the petition organiser has the right to request that the Council’s Overview and Scrutiny Committee reviews the steps taken in response to the petition. The petition organiser should provide a short explanation of the reasons why our response is not considered to be adequate.

10.2 The committee will endeavour to consider the request at its next meeting,

although on some occasions this may not be possible and consideration will take place at the following meeting. Should the committee determine that we have not dealt with your petition adequately, it may make recommendations on how to put this right.

10.3 Once the review has taken place the petition organiser will be informed of the

outcome within 5 working days. The outcome of the review will also be published on our website.

11. Alternatives to a petition

11.1 There are other ways in which you can let us know what you think about our actions and decisions that may be more appropriate than a petition. Follow http://www.harrow.gov.uk/info/200025/complaints_and_compliments/85/complaints_and_compliments-other_services to see how else you can have your say.

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London Borough of Harrow July 2013 Committee Procedure Rules

4B - 1

Committee Procedure Rules

1. Application of these Rules

1.1 These Rules are made up of the following sections:

1.1.1 Rules 1 to 27 apply to all committees, sub-committees and panels

of the Council. These are currently:

1.1.1.1 Governance, Audit and Risk Management Committee

1.1.1.2 Licensing and General Purposes Committee and its

panels: Chief Officers’ Employment Panel, Early

Retirement Sub-Committee, Education Awards Appeals

Panel, Licensing Panel, NNDR Appeals Panel,

Pensions Fund Investment Panel, Personnel Appeals

Panel, Social Services Appeals Panel.

1.1.1.3 Planning Committee

1.1.1.4 Standards Committee

1.1.1.5 Overview and Scrutiny Committee and its Performance

and Finance and Call In Sub-Committees

1.1.1.6 Pension Fund Committee

1.2 Rules 28 to 31 set out additional rules which apply to the Planning

Committee.

1.3 Rules 32 to 51 and Appendix 1 set out additional rules that apply to the

Overview and Scrutiny Committee and its sub-committees.

1.4 These Rules do not apply to the procedure of Council or the Executive, which

have their own Procedure Rules.

1.5 Separate rules of procedure have been adopted by the Standards Committee

for its assessment, review, consideration and hearing functions relating to the

Council’s Code of Conduct.

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2. Establishment of Committees

2.1 The Council at its Annual Meeting will:

2.1.1 decide which Committees to establish for the Municipal Year;

2.1.2 decide the size and terms of reference of these Committees;

2.1.3 decide the allocation of seats on these Committees to the political

groups in accordance with the rules on political proportionality;

Note: These Rules do not apply to Advisory Panels of the Executive.

2.2 The number and names of Members, independent members and co-optees

appointed to each Committee and the details of any sub-committees and

panels established by Committees can be found in Part 3 of the Constitution

(Allocation of Responsibilities).

3. Appointment of Reserves to Committees and Sub-Committees and

Panels

3.1 Allocation

The Council will allocate seats on Committees and sub-committees and

panels for members and Reserves.

3.2 Number

3.2.1 For each Committee, sub-committee or panel, the Council will normally

appoint the same number of reserves in respect of each political group as

that group holds ordinary seats on that Committee or sub-committee or

panel. If a group has an entitlement of fewer than three Members they may

appoint three reserve Members on the Committee or sub-committee or panel.

3.3 Powers and Duties

3.3.1 Reserve Members will have all the powers and duties of any ordinary

Member of the committee but will not be able to exercise any special powers

or duties exercisable by the person for whom they are reserving.

3.4 Reserving

3.4.1 Reserve Members may attend meetings in that capacity only:

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3.4.1.1 to take the place of an ordinary Member for whom they

are a reserve;

3.4.1.2 where the ordinary Member will be absent for the whole

of the meeting;

3.4.1.3 where the meeting notes at the start of the meeting at

the item ‘Reserves’ that the Reserve Member is or will

be attending as a reserve; and

3.4.1.4 If a Reserve Member whose intention to attend has

been noted arrives after the commencement of the

meeting, then that Reserve Member can only act as a

Member from the start of the next item of business on

the agenda after his/her arrival.

3.4.2 For the purposes of section 3.4.1.2 only, a meeting adjourned to

another day shall be treated as a new meeting.

3.4.3 If a Reserve Member is in attendance at a meeting the ordinary

member for whom they are substituting shall not be entitled to

attend that meeting and take part as an ordinary member of that

body.

4. Attendance of Members at Committees, Sub-Committees and Panels

4.1 No right to speak

4.1.1 Any Member of the Council may attend meetings of Committees, sub-

committees and panels. Subject to 4.2 below, Councillors who are not

ordinary members and attending Reserve Members of the Committee, sub-

committee or panel may not speak at meetings unless the Committee, sub-

committee or panel agrees that the Member concerned may speak, or, the

Member has been invited to the Committee, sub-committee or panel to

speak.

4.2 Motions referred to Committee, Sub-Committee or Panels

4.2.1 A Member of the Council who has proposed a motion which has been

referred to a particular Committee or sub-committee, shall be given at least

three clear working days notice of the meeting at which the motion will be

considered, by the Monitoring Officer. If the Member attends the meeting but

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is not an ordinary Member or attending Reserve member of that Committee,

sub-committee or panel, he or she shall have an opportunity to explain the

motion to the Committee, sub-committee or panel.

5. Appointment of Sub-Committees and Panels

5.1 Committees of the Council may establish sub-committees and panels with

such terms of reference and delegated powers, as they consider necessary

for the proper discharge of the functions of the Committee.

5.2 Committees may appoint ordinary and reserve Members to sub-committees

and panels in accordance with the rules on political proportionality, pursuant

to section 15 of the Local Government and Housing Act 1989 and

subordinate legislation. Committees may also appoint non-voting co-opted

members to sub-committees and panels.

6. Nominated Members

Minority groups shall nominate from amongst their Members on Committees

and sub-committees, a Member to be consulted by Chief Officers in the

exercise of delegated powers relating to the urgency procedure. (The

Urgency Procedure is set out in Part 4 of the Constitution). Nominated

members must be full Members of the Committee concerned.

7. Chairing Committees, Sub-Committees and Panels

7.1 Election of a Chair of a Committee

7.1.1 With the exception of the Standards Committee, the Chairs of

Committees of the Council will be appointed by the Council under Rule 1 of

the Council Procedure Rules. If the Council fails to appoint a Chair for any

Committee other than the Standards Committee then that Committee shall

appoint a Chair as the first item of business at its first meeting following the

Annual Council. The Standards Committee will appoint its own Chair.

7.2 Election of Chair of Sub-Committee or Panels

7.2.1 Where any Committee establishes a sub committee or panel the

Committee shall appoint the Chair of the sub-committee or panel. If a

Committee fails to appoint a Chair to a sub-committee or panel then the sub-

committee or panel shall appoint a Chair as the first item of business.

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7.2.2 The Committee, sub-committee or panel shall appoint a Vice Chair at

its first meeting following the Annual Council.

7.3 Absence of Chair at Meetings of Committees, Sub-Committees and

Panels

7.3.1 In the absence of the Chair, the Vice-Chair shall preside.

7.3.2 If after 15 minutes since the identified start time of the Committee, Sub-

Committee or Panel neither the Chair or Vice-Chair are present then the

meeting shall elect a Chair for that meeting as its first order of business.

7.3.3 Where the Chair and Vice-Chair have both submitted apologies in

advance of the meeting to the Monitoring Officer then, without the delay

mentioned in 7.3.2 above, the first order of business shall be to elect a Chair

for the meeting.

8. Business not on the Agenda

8.1 Business not on the agenda may only be considered where:

8.1.1 the Access to Information Procedure Rules in Part 4G of the

Constitution have been complied with; or

8.1.2 a member of the Committee or any Statutory Officer has requested

that an item be placed on the agenda for the meeting at any time

before the start of the meeting and the Chair agrees to the item

being included on the grounds of urgency and the Committee

agreeing to consider that item of business. The grounds of urgency

and the circumstances giving rise to the request must be recorded

in the minutes of the meeting.

8.2 Late Reports

8.2.1 If there is a request to add an agenda item to an agenda after the

statutory deadline for publication, that item may only be considered if the

Chair agrees subject to consultation with nominated members (if reasonably

practicable) and the Committee agreeing to consider that item of business ,

by virtue of the special circumstances set out either in the report or on the

supplemental agenda, that the item should be considered as a matter of

urgency and specified in the minutes of the meeting.

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For meetings of Advisory Panels/Consultative Forums, the Panel/Forum

rather than the Chair shall decide at the start of the meeting whether an item

should be considered as a matter of urgency.

9. Time and Place of Meetings

9.1 Meetings of Committees, sub-committees and panels shall take place at the

Civic Centre at 7.30pm, except for meetings of the Planning Committee

which shall commence at 6.30pm (see Rule 30) or such time as stated on the

agenda for the meeting. Following consultation with the nominated Members

and subject to compliance with the Access to Information Rules, the Chair

shall have the power to alter the venue, day and time if he/she believes it to

be appropriate for the conduct of the business of the Committee, sub-

committee or panel.

9.2 For those sub-committees or panels not having scheduled meetings, the date,

time and place of meetings will be set by the Monitoring Officer after

consultation with the Chair and nominated Members of the sub-committee or

panel.

10. Cancellation of Meetings

10.1 The Chief Executive and or the Monitoring Officer may cancel a meeting of

any Committee, sub-committee either before or after the agenda for the

meeting has been issued provided that reasons for the cancellation are

given.

11. Calling of Special Meetings

11.1 Calling Special Meetings

11.1.1 Those listed below may request the Monitoring Officer to call

Committee, sub-committee or panel meetings in addition to ordinary

scheduled meetings:

11.1.1.1 the Committee, sub-committee or panel by resolution;

11.1.1.2 the Chair of the Committee, sub-committee or panel. In

relation to the Overview and Scrutiny Committee or

relevant Scrutiny sub-committee, the Chair must, before

requesting the Monitoring Officer to call a special

meeting, consult with the nominated members of each

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of the political groups represented on the Overview and

Scrutiny Committee or Scrutiny sub-committee, and, in

the case of the Overview and Scrutiny Committee, with

the four voting co-opted members mentioned in

paragraph 33.3;

11.1.1.3 at least one-third of the members of the Committee,

sub-committee or panel, if they have signed a

requisition presented to the Chair of the Committee,

sub-committee or panel and he/she has refused to call

a meeting or has failed to call a meeting within five clear

working days of the presentation of the requisition;

11.1.1.4 in relation to the Standards Committee only, an

independent member of that Committee.

11.2 Business

11.2.1 Business at special meetings of Committees, sub-committees and

panels shall be restricted to:

11.2.1.1 the election of a person to preside if the Chair or Vice

Chair is absent;

11.2.1.2 any item of business specified by the Committee, sub-

committee or panel, Chair or Monitoring Officer when

calling the meeting or specified in the requisition

presented by at least one-third of the members of

committee, sub-committee or panel;

11.2.1.3 any deputations relating to items of business on the

agenda which the Chair agrees to hear.

12. Notice of and Summons to Meetings




a meeting, the Monitoring Officer will send an agenda by post to every

member of the Committee, sub-committee or panel or leave it at his or her

usual place of residence. The agenda will give the date, time and place of

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the meeting and specify the business to be transacted, and will be

accompanied by all relevant reports.

13. Quorum

13.1 The quorum of a meeting will be at least one quarter or three Members,

whichever is the greater, of the whole number of members of the Committee,

sub-committee or panel, with the exception of the Overview and Scrutiny

Committee and Standards Committee.

13.2 The quorum for the Overview and Scrutiny Committee, the Scrutiny sub-

committee and the Call-In sub committees will be one quarter or three

members, whichever is the greater of the whole number of Members

(including co-opted voting members) AND where there are appointed co-

opted voting members, the quorum shall be calculated on the total number

inclusive of such co-optees but the quorum shall refer to the elected

councillors

13.3 The quorum at a meeting of the Standards Committee shall be three

members, one of whom must be an independent member. Where at least

one independent member would be present, but is required to withdraw from

the meeting because of a conflict of interest or other provision within the

Council’s Code of Conduct set out in Part 5 of the Constitution, the

requirement for the quorum to include at least one independent member shall

not apply.


such other longer period as the Chair may decide, a quorum is not present,

the meeting will not take place. The Chair may announce the time and date

that the meeting will be convened.

13.5 During any meeting, if the Chair counts the number present and declares


Remaining business will be considered at a time and date fixed by the Chair.


next ordinary meeting of the Committee, sub-committee or panel.

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Meetings of Committees, sub-committees and panels will commence at

7.30pm, except for meetings of the Planning Committee which shall

commence at 6.30pm (see Rule 30) or such other time as stated on the

agenda, and close at 10.00pm, except as determined under Rule 14.2.


14.2.1 Meetings of Committees, sub-committees or panels shall terminate

in the manner set out in Rule 14.3 unless:


10.00 pm; or

14.2.1.2 by resolution passed before the closure time, the

Committee, sub-committee or panel resolves to extend

the meeting beyond that time, in one of the following

ways, which must be specified by resolution:


business remaining on the agenda; or

(b) to determine a later time by when the meeting must

close and, if the business is not completed by that later

time, resolve that it be then put to the vote without

debate or deferred to another meeting, as appropriate.

(c) Neither (a) nor (b) above shall be utilised in respect of

meetings of the Planning Committee so as to extend

these beyond a final closure time of 11.00pm.

For the avoidance of doubt, a meeting may use the

provisions within 14.2.1.2 (b) more than once in any

meeting, provided that the motion to extend the closure

time is moved before the time for the closure of the

meeting or before the end of the period by which the

meeting has already been extended.

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In considering whether (a) or (b) above are expedient,

the Committee, sub-committee or panel must have

regard to not prejudicing third party rights or interests

affected by the remaining business on the agenda.


14.3.1 At the time of closure the Chair will advise the Committee, sub-

committee or panel that the procedure to terminate the meeting is to

be applied;

14.3.2 Any speech commenced and then in progress shall be concluded;

14.3.3 The Chair will put any motion or recommendation then under

consideration to the vote without further discussion;

14.3.4 All remaining business before the Committee, sub-committee or

panel, including recommendations, and amendments that have

already been moved, shall be put to the vote without discussion or

further amendment.

15. Petitions


15.1.1 Petitions relating to a function of a Committee or sub-committee

shall be dealt with in accordance with the Council’s Petition Scheme

(at Appendix A to the Council Procedure Rules) and will usually be

presented to the appropriate meeting of the Committee or sub-

committee. If the petitioners request that the petition be presented

at a meeting of a Council Committee or sub-committee this can be

done in the following ways:

15.1.1.1 a representative of the petitioners may attend, at the

time stated for the start of the Committee or sub-

committee meeting, and request to read the petition to

the meeting;

15.1.1.2 the petitioners may approach a Councillor and ask the

Councillor to read the petition on their behalf;

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Officer who will arrange for the Chair to read the

petition.



have one minute to read the terms of the petition unless the Chair



15.2.1 There is no need for any advance notice to be given of the wish to

present a petition to a Committee or sub-committee but if seven clear

working days notice is given to the Monitoring Officer a note of the petition

will appear on the agenda for the meeting.

16. Deputations

16.1 This Rule does not apply to the Planning Committee, when considering

planning applications (See Rule 31), nor to Licensing applications which have

specific rules which are available at meetings of the Licensing Panel and to

applicants, nor to the Overview and Scrutiny Committee.

16.2 Any committee, sub-committee or panel of the Council other than those

excluded from the application of this Rule may receive a deputation on any

matter appearing on the relevant agenda.

16.3 Requests for deputations must be in writing and supported by the signatures

of at least 10 residents or representatives of local organisations or

businesses in Harrow. The signatories must clearly state their names and

addresses/qualifying business address. The request must explain why a

deputation is required.

16.4 The request must be given to the Monitoring Officer at least two clear working

days before the day of the meeting, although the Committee or sub-

committee on the grounds of urgency can waive this requirement.

16.5 The deputation to the meeting must consist of not more than four people.

Those persons nominated to speak should also be signatories to the original

written request to make a deputation. All may speak but the total length of

the speeches from the deputation must not exceed 10 minutes.

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16.6 The time allowed for questioning of the deputation by Members will be

10 minutes.

16.7 The deputation shall be heard immediately before the relevant item on the

agenda. The Chair has complete discretion to move any items that are

subject to a deputation on the agenda.

16.8 Committees shall receive no more than two deputations per meeting.

16.9 No deputation shall be received by a Committee or sub-committee within 6

months after a deputation has appeared before it on the same or a similar

subject.

16.10 Members of the Council, co-optees and advisers (in that capacity) shall not

be signatories to, lead or form part of any deputation.

16.11 Members of staff may lead or join deputations only in their capacity as local

electors and on issues other than those affecting their employment with the

Council.


17.1 General

17.1.1 Members of the public may question Chairs of Council Committees or

sub-committees at meetings. Questioners will not be allowed to address the

Committee or sub-committee generally on a matter, they may only ask

questions relating to matters within the terms of reference of the Committee

or sub-committee. Questions relating to individual cases and/or matters

relating to staffing and conditions of service and relating to individual

planning applications at the Planning Committee meetings will not be

permitted.


17.2.1 There will be a total limit of 15 minutes for the asking and answering of

public questions. Once this time limit has been reached, no further questions

can be asked but a questioner can complete a question or a supplemental

question and the respondent can complete a reply. Unless the Chair permits

otherwise, a reply to a question shall not exceed three minutes. If the

Councillor answering believes that a longer response is necessary an oral

summary will be given and a full reply shall be completed in writing.

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17.3.1 Questions will be asked in the order notice of them was received,

except that the Chair may group together similar questions.



[email protected] no later than 3.00 pm two clear working

days before the day of the meeting. Each question must be submitted by the

questioner, identifying their name, address, and where appropriate email

address, and give the name of the Chair of the Committee or sub-committee

to whom it is to be put.

17.3.3 Without prejudicing 17.3.2 above, where a report is circulated after the

normal Committee despatch by supplemental agenda a question may be

asked, if notice has been given in writing, by fax or by electronic mail to the

Monitoring Officer at [email protected] no later than 3.00pm

ONE clear working day before the day of the meeting. Each question must be

emailed from the questioner’s email address, give the name and address of

the questioner and name of the Chair of the Committee or sub-committee to

whom it is to be put.

17.3.4 The Chair of a Committee or sub-committee to whom any question is

put may arrange for another Member of the Council to answer on his or her

behalf.

17.3.5 The Council takes no responsibility for questions which are sent and

fail to reach the correct e-mail address, postal address or fax number.


17.4.1 At any one meeting no person may submit more than one question. A

questioner will be allowed to ask a supplementary question directly relating to

the content of the answer given to the written question. The Chair may reject

a supplemental question if it falls within any of the categories in paragraph

17.5 below.


17.5.1 The Monitoring Officer may reject a written question if it:

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offensive; or

17.5.1.2 does not relate to a matter to which the Council has





information; or


put at any meeting of the Committee in the last six

months.

17.5.1.6 is within the invalid categories referred to at 17.1 above.

No invalid questions will be circulated.


17.6.1 The Monitoring Officer will enter each written question in a document

open to public inspection and will immediately send a copy of the written

question to the Councillor to whom it is to be put. If a question is rejected,

reasons for rejection will be given to the questioner by the Monitoring Officer.

17.6.2 Copies of all valid questions will be circulated to all Members of the

committee, sub-committee or panel, and made available to the public at the

meeting.

17.7 Asking the Question at the Meeting

17.7.1 The Chair will invite the questioner to put the question and will

respond to the question unless another Member has been

nominated to answer on his or her behalf.


be present, they may ask the Chair to put the question on their

behalf.

17.7.3 The Chair may either:

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17.7.3.3 decide, in the absence of the questioner, that the



17.8.1 Any written question, which cannot be dealt with during public

question time because of lack of time, will be dealt with by written answer. A

copy of any written answer shall be given to the Monitoring Officer who will

send it to the questioner and all Members of the Committee, sub-committee

or panel.

17.9 Reference of a Question to another Body

17.9.1 Unless the Chair decides otherwise, no discussion will take place on

any question, but any Member may propose that a matter raised by a

question be referred to the Executive, Advisory Panel, Portfolio Holder or

other appropriate Committee, sub-committee or panel. Such a proposal will

be voted on without discussion.


18.1 All reports, other documents, information, discussions and proceedings of a

Committee, sub-committee or panel which are marked Exempt under

Schedule 12A of the Local Government Act 1972, or Confidential must be

treated as such by all Members of the Committee, sub-committee or panel.

Members of the public will not have access to these papers and discussions.

Confidential or exempt items will be marked as such and the relevant part of

Schedule 12A will be specified on the document. Confidential and/or exempt

items will be discussed in ‘Part II’ of the Committee, sub-committee or panel

meeting following a resolution to exclude the press and public.

19. Voting

19.1 Majority

19.1.1 Unless Statute or this Constitution provides otherwise, any matter will

be decided by a simple majority of those Members voting and seated in the

room at the time the question was put. Voting shall be by a show of hands.

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19.2 Chair’s Casting Vote

19.2.1 If there is an equal number of votes for and against, the Chair will

have a second or casting vote. There will be no restriction on how the Chair



19.3.1 If, immediately before the vote is taken, any Member present at the

meeting requests that his or her vote be recorded as voting for or

against or not voting, it shall be so recorded in the minutes.

19.3.2 A recording of a vote or abstention in the minutes of the meeting

shall be made without explanation save that in cases where it is

necessary for the avoidance of ambiguity a brief note may be added

at the Member’s request explaining that Member’s reason for voting

or not voting.


19.4.1 If immediately before an ordinary vote is taken three Members present

at the meeting demand it, the names for and against the motion or

amendment or abstaining from voting will be taken down in writing and

entered into the minutes.



filled by a Committee, sub-committee or panel and of the votes given there is

not a majority in favour of one person, the name of the person having the

least numbers of votes shall be disregarded and a fresh vote shall be taken

and so on until a majority of votes is given to one person.

20. Minutes

20.1 Signing the Minutes of Committees, Sub-Committees and Panels

20.1.1 The Chair will sign the minutes of the proceedings at the next meeting.

The Chair will move that the minutes of the previous meeting be signed as a

correct record. The only aspect of the minutes that may be discussed is their

accuracy.

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20.2 Minutes of Decisions of Committees, Sub-Committees and Panels

21.2.1 Minutes of Committees, sub-committees and panels shall be

published on the Council’s intranet and website.

20.3 Production of Minutes

20.3.1 Minutes of the meetings of Committees, sub-committees, and panels

will normally be published within five clear working days of the date of the

meeting.




provided.

22. Exclusion of the Public


with Rule 11 of the Access to Information Procedure Rules in Part 4G of this

Constitution or under Rule 24 (Disturbance by the Public).


23.1 Precedence of Chair

23.1.1 When the Chair speaks during a debate, any Member speaking at the

time must stop speaking. The meeting must be silent.

23.2 Member not to be heard further

23.2.1 If a Member persistently disregards the ruling of the Chair by behaving

improperly or offensively or deliberately obstructs business, the Chair may

move that the Member be not heard further during the consideration of that

item of business. If seconded, the motion will be voted on without

discussion.

23.3 Member to leave the Meeting

23.3.1 If the Member continues to behave improperly after such a motion is

carried, the Chair may move that either the Member leave the meeting or that

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the meeting is adjourned for a specified period. If seconded, the motion will

be voted on without discussion.


23.4.1 If there is a general disturbance, making business impossible, the

Chair may adjourn the meeting for as long as he/she thinks necessary.

24. Disturbance by the Public


24.1.1 If a member of the public interrupts proceedings, the Chair will warn

the person concerned. If they continue to interrupt, the Chair will order their

removal from the meeting room.

24.2 Clearance of Part of a Meeting Room

24.2.1 If there is a general disturbance in any part of the meeting room open

to the public, the Chair may call for that part to be cleared.

24.3 Adjournment

24.3.1 Following an order by the Chair for one or more members of the



officers present, the Chair may adjourn the meeting for as long as


24.3.2 If it is considered expedient so to do, the Chair with the agreement

of the Members present may adjourn the meeting for such duration

as is considered appropriate.

25. Suspension and Amendment of Committee Procedure Rules

25.1 Suspension

25.1.1 All of these Committee Procedure Rules except the Rules on

Reserving (3.4), Individual Recorded Vote and Explanation for Vote (19.3),

Exclusion of the Public (22), Suspension and amendment of Committee

Procedure Rules (25), reserve members for Overview and Scrutiny Sub-

Committees (34.11), may be suspended by motion on notice or without

notice if at least one half of all members of the committee are present and

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where such a motion is carried by a majority of those present. Suspension

may be for one or more items of business during the course of the meeting

when the suspension is agreed but may not extend beyond that meeting.

25.2 Amendment

25.2.1 The Committee Procedure Rules may only be changed by the

Council.




photographing or broadcasting of any part of any meetings of any committee,

sub-committee or panel of the Council, unless the person presiding at the

meeting, in consultation with the other members of the committee, sub-

committee or panel of the Council who are present and entitled to vote at the

meeting, gives express permission.



27. Ruling of the Chair on Interpretation of these Rules

27.1 The Chair’s ruling on the interpretation or application of any of the Committee

Procedure Rules is final

28. Membership of the Planning Committee and Licensing & General

Purposes Committee

28.1 The requirements set out in this Procedural Rule shall apply to Members and

substitute or replacement Members serving on the Planning and/or Licensing

& General Purposes Committee.

28.2 In nominating Members to serve on the Planning and/or Licensing & General

Purposes Committee the political Groups will have regard to those Members

of Council who have received the relevant training in the statutory roles of the

Committee. A register of those Members who have completed the Training

Course shall be kept by the Monitoring Officer and updated periodically by

him/her as future Members are trained.

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28.3 In a Borough Election Year Members who are not trained to serve on the

Planning and/or Licensing & General Purposes Committee may be

nominated to serve nonetheless for an initial period of up to six months from

the date of the first appointments in that Municipal Year to allow them to

receive the required training within that period. Training shall be provided by

the Council within this period. Failure to undertake and complete satisfactorily

the training within that six month periods will preclude the Member from

membership of the Planning and/or Licensing & General Purposes

Committee and require the political Group to nominate a replacement

Member who has been trained. Members are required to renew this training

at not more that 4 year intervals; failure to do so shall preclude the Member

from membership of the Planning and/or Licensing & General Purposes

Committee.

28.4 In respect of any serving Planning and/or Licensing & General Purposes

Committee Member who has not completed the training satisfactorily within

the six month period the relevant political Groups will be requested to

nominate a replacement Member of Council who has so completed the

training satisfactorily, failing which any such place on the Committee shall

remain vacant pending the nomination of a trained Member.

29. Additional Rules for the Planning Committee

29.1 Rules 29 to 30 are rules specific to the Planning Committee. They apply to

the Planning Committee (or any committee otherwise named to which has

been delegated the exercise of the functions of the Council as a local

planning authority under the relevant statutory provisions).

29.2 Meetings of the Planning Committee shall take place at the Civic Centre at

6.30pm or such time as stated on the agenda for the meeting.

29.3 Meetings of the Planning Committee shall close at 10.00pm unless

determined under Rule 14.2 but Rule 14.2 may not be used to extend the

closure time of a meeting of the Planning Committee beyond 11.00pm.

30. Information on the rights of Applicants and Objectors to speak in

relation to Applications at the Planning Committee

30.1 This procedure applies only to the following applications, which are to be

determined by the Planning Committee:

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30.1.1 Applications for planning permission, which are being

recommended for grant or approval by the Chief Planning Officer.

30.1.2 Applications for prior approval of the siting and appearance of

telecommunications development where the Chief Planning Officer

is recommending that prior approval be not required OR that prior

approval be required and granted.

30.2 The Rule does not apply to applications where the recommendation of the

Chief Planning Officer is to refuse planning permission or to refuse prior

approval of details of siting and appearance.

30.3 No later than 5.00pm on the working day before the meeting, objectors should

give notice to the Monitoring Officer of their wish to speak at the Planning

Committee.

30.4 Subject to 31.5, only one objector will be permitted to address the Planning

Committee in respect of each relevant application, and any group of

objectors should therefore nominate a spokesperson.

30.5 In exceptional circumstances, the Planning Committee may by motion agree

to allow a maximum of two objectors to address the Planning Committee.

30.6 The applicant may only make representations after any objector has

addressed the Planning Committee (i.e. if there is no objector to an

application the applicant will not be permitted to speak).

30.7 Objectors and applicants may speak for a maximum of three minutes each.

Where the Planning Committee allows two objectors to address them under

Rule 31.4, each objector may speak for a maximum of three minutes. In

exceptional circumstances concerning significant applications the Planning

Committee may agree to increase the length of time for representations to a

maximum of five minutes each.

30.8 Where an application is recommended for refusal by the Chief Planning

Officer but the Planning Committee is minded to approve (‘grant’) the

application, the application will be deferred to the next meeting of the

Planning Committee to enable re-notification to take place and give an

opportunity for objectors to the application to attend the subsequent meeting

and make representations.

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30.9 The deputation procedure referred to in Rule 16 applies to all other business

on the Planning Committee agenda.

31. Additional Rules for Overview and Scrutiny

31.1 Rules 31 to 50 are specific to the Overview and Scrutiny Committee.

32. Membership of the Overview and Scrutiny Committee

32.1 All Councillors except members of the Executive may be Members of the

Overview and Scrutiny Committee and any Scrutiny sub-committees.

32.2 No member may be involved in scrutinising a decision in which he/she has

been directly involved.

32.3 The Overview and Scrutiny Committee will comprise such members as the

Council shall determine, including the Chairs of the Scrutiny sub-committees

and will also include two voting parent governor representatives and two

voting “church” representatives..

32.4 Members of the Overview and Scrutiny Committee will be appointed by

Council in accordance with the rules on political proportionality.

32.5 The Overview and Scrutiny Committee may appoint non-voting advisers, who

will not be members of the Committee.

32.6 Subject to Rule 33.7, Members of the Overview and Scrutiny Committee and

its sub-committee, who are not members of the Authority, are not entitled to

vote.

32.7 Appointed representatives of the “church” and parent governors shall be

voting members of the Overview and Scrutiny Committee. They are entitled

to vote on any matter relating to an education function of the Authority. They

are entitled to speak but not vote on any other matter.

32.8 “Church” and parent governor representatives are only eligible to Chair

meetings of the Overview and Scrutiny Committee when education issues

are being discussed, and, if chairing, may exercise a casting vote.

33. Scrutiny Sub-Committees

33.1 The Overview and Scrutiny Committee will appoint a Performance and

Finance Sub-Committee as set out below, and two Call-in sub-committees as

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outlined in Rule 35. Subject to Council approval, the Overview and Scrutiny

Committee may discontinue any of these sub-committees and/or appoint

alternative sub-committees. The Overview and Scrutiny Committee may also

amend the terms of reference of the sub-committees as appropriate, such

changes to be reported to the next Council meeting for ratification.

33.2 Where the Overview and Scrutiny Committee seeks to discontinue or appoint

sub-committees other than as set out in Rule 34.1, it should consult

interested parties as appropriate.

33.3 Any change in sub-committees will be reported to the next Council meeting

by the Chair of the Overview and Scrutiny Committee.

33.4 The Scrutiny Performance and Finance sub-committee will comprise such

Councillors as the Overview and Scrutiny Committee shall determine.

33.5 The terms of reference of the sub-committees are set out in the Allocation of

Responsibilities in Part 3 of the Constitution.

33.6 Membership of the sub-committees will be subject to the political

proportionality rules.

33.7 The appointment of parent governor representatives to the Overview and

Scrutiny Committee will be carried out in accordance with the requirements of

the Parent Governor Representatives (England) Regulations 2001.

33.8 The appointment of “church” representatives to the Overview and Scrutiny

Committee will be carried out in accordance with the requirements of Local

Government Act 2000.

33.9 The sub-committees may appoint advisers to the sub-committees. Such

advisors will not be members of the sub-committee and cannot vote.

33.10 The Overview and Scrutiny Committee may also appoint Reserve Members

to these sub-committees on the following conditions:

33.10.1 Reserve Members cannot be Members of the Executive.

33.10.2 The reserves shall have the same powers and duties of any

ordinary member of the Committee.

33.10.3 Co-opted voting members on the Overview and Scrutiny Committee

may not have reserves.

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33.10.4 Subject to paragraphs 34.11.1 to 34.11.3 above, the provisions of

Rule 3.4 shall apply to Reserve Members of the Overview and

Scrutiny Committee and any sub-committees appointed by it.

34. The Call-In Sub-Committees

34.1 The Overview and Scrutiny Committee will appoint a Call-In sub-committee

and a Call-In sub-committee (Education) to consider and comment on

decisions of the Executive and to process matters “called-in”.

34.2 The Call-In sub-committee will comprise five Members of the Overview and

Scrutiny Committee and the Call-In sub-committee (Education) will comprise

nine Members including two voting parent governor representatives and two

voting “church” representatives and will be subject to the rules on political

proportionality.

34.3 The Overview and Scrutiny Committee may also appoint Reserve Members

to these sub-committees. Reserve Members cannot be Members of the

Executive. The reserves shall be subject to the Rules in 3.4 and 34.10

above.

34.4 At a meeting of the Call-In sub-committee (Education), the “church” and

parent governor representatives will have attendance, speaking and voting

rights.

34.5 The Rules for call-in are detailed in Rule 47 below and Appendix 1.

35. Meetings of the Overview and Scrutiny Committee and its Sub-

Committees

35.1 There shall be thirteen scheduled meetings of the Overview and Scrutiny

Committee, five scheduled meetings of Performance and Finance sub-

committee, and six scheduled meetings of Health and Social Care sub-

committee in each municipal year. The Call-In sub-committees shall be

convened as and when required.

35.2 Following consultation with the nominated members of each of the political

groups (and in the case of the Overview and Scrutiny Committee, with the

four voting co-opted members) the relevant Chair shall have the power to

alter the venue, day and time of the meeting or to cancel a meeting if he or

she believes it to be appropriate for the conduct of the business of the

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Committee or sub-committee. The Access to Information Procedure Rules

must still be adhered to.

35.3 The dates of meetings of the Overview and Scrutiny Committee and Scrutiny

sub-committee will be as determined in the annual calendar of meetings or

determined by the Monitoring Officer and notified in the agenda of all

meetings.

36. Work Programme

36.1 The Overview and Scrutiny Committee will consider its outline work

programme, and that of the Scrutiny sub-committees, at its first meeting

following the Annual Meeting of Council, except in years where there are

whole borough elections, where the work programme will be considered at

the first suitable meeting.

36.2 In setting the outline work programme, account will be taken of the need to

scrutinise forthcoming policy, for example, the budget, whilst leaving flexibility

to commence new scrutiny reviews during the year in response to new

requests for scrutiny.

36.3 The Overview and Scrutiny Committee will report the agreed outline work

programme to the first available ordinary meeting of the Council.

37. Setting the agenda for meetings

37.1 The Chair of the Overview and Scrutiny Committee or the relevant Scrutiny

sub-committee will be responsible for approving the agenda for each

meeting.

37.2 The Chair of the meeting will decide on all matters of order, relevance and

interpretation of these procedures.

37.3 The Chair will have the power to vary the order of business to give

precedence to any item of business.

37.4 Any voting member of the Overview and Scrutiny Committee or the relevant

Scrutiny sub-committee is entitled by giving at least six clear working days

notice before the meeting to the Monitoring Officer, that he/she wishes an

item relevant to the functions of the Committee or sub-committee to be

included on the agenda. The Monitoring Officer will ensure that the matter is

included on the agenda.

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37.5 The Overview and Scrutiny Committee shall consider whether it is appropriate

to respond to requests from the Council and the Executive, to review

particular areas of Council activity. Where they do so, the Overview and

Scrutiny Committee or Scrutiny sub-committee will report their findings and

recommendations back to the Executive or Council who must consider the

report within 8 weeks of receiving it, or at the next meeting, whichever is the

sooner.

38. Policy Development and Review

38.1 The role of the Overview and Scrutiny Committee and Scrutiny sub-

committees in relation to the development of the Council’s budget and policy

framework is set out in the Budget and Policy Framework Procedure Rules in

Part 4C of this Constitution.

38.2 In relation to the development of the Council’s policy on matters which do not

form part of the budget and policy framework, the Overview and Scrutiny

Committee and/or Scrutiny sub-committees may make proposals to the

Executive or the Council for developments in so far as they relate to matters

within their terms of reference.

38.3 The Overview and Scrutiny Committee and Scrutiny sub-committees may

hold reviews and investigate the available options for future direction in policy

development.


appoint advisors and assessors to assist them in this process. They may

arrange site visits, conduct public surveys, hold public meetings, commission

research and do all the other things that they reasonably consider necessary

to inform their deliberations. They may ask witnesses to attend and discuss

any matter under consideration by the Committee or sub-committee.


pay advisors, assessors and witnesses a reasonable fee and expenses for

attending meetings to provide evidence and/or advice.

39. Reports from Overview and Scrutiny Committee

39.1 Once it has formed proposals for policy development, the Overview and

Scrutiny Committee or Scrutiny sub-committee will prepare a formal report

and submit it:

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39.1.1 to the Executive, if the proposals are consistent with the existing

budgetary and policy framework, or

39.1.2 to the Executive and to the Council, if the recommendations would

require a departure from or change to the agreed budget and policy

framework.

39.2 If the Overview and Scrutiny Committee or Scrutiny sub-committee cannot

agree on one single final report, then any two Members of the relevant

committee may prepare a minority report to be submitted for consideration by

the Executive or Council together with the majority report.

40. Consideration of Overview and Scrutiny reports by the Executive and/or

the Council

40.1 The Council or Executive (as appropriate) shall consider a report of the

Overview and Scrutiny Committee or Scrutiny sub-committee within 8 weeks

of it being published, or at its next meeting, whichever is the sooner.

40.2 Where reports are sent to the Executive from the Overview and Scrutiny

Committee or Scrutiny sub-committee the Executive will have 8 weeks from

the date of the reference for them to respond to the Overview and Scrutiny

Committee or Scrutiny sub-committee, and (if the report was referred in

accordance with paragraph 40.1.2 above to both Executive and Council) the

Council shall not consider the report within that period. The exception to this

Rule is during summer recess, when the Executive may respond to such a

report within 10 weeks.

40.3 When the Council meets to consider a matter referred from the Overview and

Scrutiny Committee or Scrutiny sub-committee under Rule 40.1.2 above, it

shall also consider any response of the Executive to the proposals of the

Overview and Scrutiny Committee or Scrutiny sub-committee.

Consideration of reports by individual Executive members

40.4 Where the Overview and Scrutiny Committee or Scrutiny sub-committee

prepares a report for consideration by the Executive in relation to a matter

where decision-making power has been delegated to an individual member

of the Executive, the Overview and Scrutiny Committee or Scrutiny sub-

committee will submit their report to the relevant Executive Portfolio Holder

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for consideration. At the same time, a copy of the report shall be given to the

Monitoring Officer.

40.5 The Executive Portfolio Holder with delegated decision making power must

consider a report submitted to him/her under Rule 41.4 and, if accepting their

report, respond in writing to the Overview and Scrutiny Committee or Scrutiny

sub-committee within 4 weeks of receiving it. A copy of his/her response

shall be sent at the same time to the Monitoring Officer.

40.6 Where a report is submitted to an Executive Portfolio Holder under Rule 41.4

above, the Portfolio Holder will also attend a future meeting of the Overview

and Scrutiny Committee or Scrutiny sub-committee to discuss the report and

his/her response.

40.7 In respect of reports dealt with under Rule 41.4, if the Executive Portfolio

Holder with delegated decision-making power does not accept any or all of

the recommendations of the Overview and Scrutiny Committee, he/she must

refer the matter to the next available meeting of the Executive for decision.

40.8 Following a debate on a matter by the Executive under rule 41.7, the

Executive Portfolio Holder will respond to the report of the Overview and

Scrutiny Committee or Scrutiny sub-committee in writing. This response

must be with the Overview and Scrutiny Committee or Scrutiny sub-

committee within eight weeks of receipt of the report submitted under Rule

41.4.

41. Power to respond to Consultation

The Overview and Scrutiny Committee or Scrutiny sub-committees will, in

any event, have access to the Executive’s Forward Plan and timetable for

decisions and intentions for consultation. Even where an item is not the

subject of detailed proposals from the Overview and Scrutiny Committee or

Scrutiny sub-committee, following consideration of possible service/policy

developments, the Overview and Scrutiny Committee or Scrutiny sub-

committee will be able to respond in the course of the Executive’s

consultation process in relation to any key decisions.

42. Rights of Overview and Scrutiny Committee Members to Documents

42.1 Members of the Overview and Scrutiny Committee and Scrutiny sub-

committees have additional rights to documents, and to notices of meetings

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as set out in Rule 22 of the Access to Information Procedure Rules in Part

4G of this Constitution.

42.2 In some circumstances it may be appropriate for more detailed information

sharing to take place between the Overview and Scrutiny Committee or the

Scrutiny sub-committees and the Executive. Nothing in this paragraph

prevents ad hoc arrangements from being agreed by Members if appropriate.

43. Holding Members to Account

43.1 Within their particular terms of reference, the Overview and Scrutiny

Committee or Scrutiny sub-committee may scrutinise and review decisions

made or actions taken in connection with the discharge of any Council

function.

43.2 In fulfilling the scrutiny role, the Overview and Scrutiny Committee and

Scrutiny sub-committee may require the Leader of the Council and any other

member of the Executive to attend before the Committee to explain:

43.2.1 any particular decisions or series of decisions;

43.2.2 the extent to which the actions taken implement Council policy;

and/or

43.2.3 their performance.

43.3 Where required to attend in compliance with Rule 44.2, it is the duty of that

Member to do so.

43.4 Where any Member is required to attend the Overview and Scrutiny

Committee or a Scrutiny sub-committee under Rule 43, the Chair of that

Committee or sub-committee will inform the Monitoring Officer. The

Monitoring Officer will inform the Member, giving at least 10 clear working

days notice in writing of the meeting at which he or she is required to attend

to give account, and whether papers are required for the Committee or sub-

committee.

43.5 Where the account to be given to the Committee or sub-committee will

require the production of a report, the Member concerned will be given

sufficient notice to allow for the preparation of that documentation.

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43.6 Where, in exceptional circumstances, the Member is unable to attend on the

required date, the Monitoring Officer, in consultation with the Chair and the

Member concerned, shall arrange an alternative date for attendance.

44. Holding Officers to Account

44.1 The Overview and Scrutiny Committee or Scrutiny sub-committee may

scrutinise and review decisions made or actions taken in connection with the

discharge of any Council functions within their particular terms of reference.

44.2 In fulfilling that scrutiny role, the Overview and Scrutiny Committee and

Scrutiny sub-committees may require a Chief Officer (see Rule 44.7) to

attend before the Committee or sub-committee to explain:

44.2.1 any particular decisions or series of decisions;

44.2.2 the extent to which the actions taken implement Council policy;

and/or

44.2.3 their performance.

44.3 Where required to attend in compliance with Rule 44.2, it is the duty of that

officer to do so.

44.4 Where an officer (see Rule 44.7) is required to attend the Overview and

Scrutiny Committee or a Scrutiny sub-committee under Rule 44, the Chair of

that Committee or sub-committee will inform the Monitoring Officer. The

Monitoring Officer will inform the officer, giving at least 10 clear working days

notice in writing of the meeting at which he or she is required to attend to give

account, and whether papers are required for the Committee or sub-

committee.

44.5 Where the account to be given to the Committee or sub-committee will

require the production of a report, the officer concerned will be given

sufficient notice to allow for the preparation of that documentation.

44.6 Where, in exceptional circumstances, the officer is unable to attend on the

required date, the Monitoring Officer, in consultation with the Chair and the

officer concerned, shall arrange an alternative date for attendance.

44.7 Under normal circumstances, the Corporate Director or Director responsible

for the area in question will attend the Committee or sub-committee to be

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held to account. It may sometimes be appropriate for another officer to

attend to discuss the issue. The decision about who should attend and be

held accountable is entirely one for the Corporate Directors or Director

concerned, in consultation with his or her staff.

45. Attendance at the Overview and Scrutiny Committee and Scrutiny Sub-

Committees

45.1 The Overview and Scrutiny Committee and Scrutiny sub-committee may

invite any other person (not referred to in Rules 43 and 44) to address the

Committee or sub-committee. It may, for example, wish to discuss issues of

local concern with residents, partners, Members and officers from other

public sector or private sector organisations.

45.2 The Overview and Scrutiny Committee or Scrutiny sub-committee may invite

any person to attend, but attendance (except for Chief Executives of Health

Authorities) is entirely optional.

45.3 People attending the Overview and Scrutiny Committee or Scrutiny sub-

committee under this Rule will be entitled to receive travelling and other

appropriate payments as may be determined by the Council from time to

time.

46. Call-in

46.1 Call-in is the process whereby a decision of the Executive, Portfolio Holder or

Officer (where the latter is taking a Key Decision) taken but not implemented,

may be examined by the Overview and Scrutiny Committee prior to

implementation. They may recommend that the Executive reconsider the

decision. For the avoidance of doubt a decision may only be subject to the

call-in procedure once.

46.2 The process for call-in

46.2.1 Six Members of the Council can call in a decision of the Executive,

which has been taken but not implemented. In relation to Executive

decisions on education matters only the number of Members

required to call in a decision which has been made but not

implemented shall be six Councillors or, in the alternative, six

persons comprising representatives of the voting co-opted

members and at least one political group on Overview and Scrutiny

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Committee. Only decisions relating to Executive functions, whether

delegated or not, may be called in.

46.2.2 150 Members of the public (defined as anyone registered on the

electoral roll of the Borough) can call in a decision of the Executive,

which has been taken but not implemented.

46.3 Decisions of the Executive shall not be implemented for 5 clear working days

following the publication of the decision and a decision can only be called in

during this period. This Rule does not apply to urgent decisions (see Rule 48

below). The notice of the decision will state the date on which the decisions

may be implemented if not called in.

46.4 Call-in must be by notification to the Monitoring Officer in writing or by fax:

46.4.1 signed by all six Members or, in the alternative, the voting co-

optees requesting the call-in. A request for call-in by e-mail will

require a separate e-mail from each of the six Members concerned.

46.4.2 signed by all 150 members of the public registered on the electoral

roll, and stating their names and addresses.

Requirement to Give Reasons

46.5 A notice seeking to invoke the call-in procedure must state at least one of the

following grounds in support of the request for a call-in of the decision:

46.5.1 inadequate consultation with stakeholders prior to the decision;

46.5.2 the absence of adequate evidence on which to base a decision;

46.5.3 the decision is contrary to the policy framework, or contrary to, or

not wholly in accordance with the budget framework;

46.5.4 the action is not proportionate to the desired outcome;

46.5.5 a potential human rights challenge;

46.5.6 insufficient consideration of legal and financial advice.

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Referral to the Call-in sub-committees 46.6 Subject to 47.6.1 and 47.6.2 below, once a notice invoking the call-in

procedure has been received the decision may not be implemented until the

designated members (as defined in Appendix 1) have considered the

guidance outlined in Appendix 1 and if required, the Call-In Sub-Committee

has considered the decision. The Monitoring Officer shall in consultation with

the Chair arrange a meeting of the Call-in sub-committee to be held within

seven clear working days of the receipt of the request for call-in.

46.6.1 Where the Call-in sub-committee fails to meet within seven clear

working days of the call-in request being received by the Monitoring

Officer, the decision may be implemented on the day following

twelve clear working days from the date the decision was published.

46.6.2 Where the Call-in sub-committee meets within seven clear working

days of the receipt of notification of a call-in request, but fails to

refer the matter back to the Executive, Portfolio Holder or officer (if

a key decision), the decision may be implemented on the day

following the Call-in sub-committee meeting.

Process for Consideration of Called-in Items at the Call-in Sub-Committee

46.7 The Call-in sub-committee will consider the decision and the reasons for call-

in. The sub-committee may invite the Executive decision-taker and a

representative of those calling in the decision to provide information at the

meeting.

46.8 The sub-committee may come to one of the following conclusions:

46.8.1 that the challenge to the decision should be taken no further and

the decision may be implemented;

46.8.2 that the decision is contrary to the policy framework or contrary to or

not wholly in accordance with the budget framework, and should

therefore be referred to the Council. In such a case the Call-in sub-

committee must set out the nature of its concerns for Council; or

46.8.3 that the matter should be referred back to the decision taker (i.e. the

Portfolio Holder or Executive, whichever took the decision) for

reconsideration. In such a case the Call-In sub-committee must set

out the nature of its concerns for the decision taker/Executive.

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Referral - Back under Rule 46.8.3

46.9 In the event of a referral-back under Rule 46.8.3, the Executive or Portfolio

Holder must reconsider the decision within ten clear working days of that

referral. The original decision may be then be confirmed or amended in the

light of the comments of the Call-In sub-committee.

Referral to Council under Rule 46.8.2

46.10 In the event that the Call-In sub-committee refers the matter to Council under

Rule 46.8.2 above, the decision shall be discussed at the next ordinary

meeting of Council, provided that the next scheduled meeting is within 20

clear working days of the decision of the Call-in sub-committee, which

referred the matter.

46.11 If the next scheduled meeting of the Council is more than 20 clear working

days after the decision of the sub-committee, the Mayor will decide, in

consultation with the Leaders of the political parties, whether an extraordinary

meeting of the Council is expedient.

46.12 The Council when considering the matter may conclude:

46.12.1 that the challenge to the decision should be taken no further and

the decision may be implemented;

46.12.2 that the decision is contrary to the policy framework or contrary to or

not wholly in accordance with the budget and cannot therefore be

implemented; or

46.12.3 that the matter should be referred back to the Executive, Portfolio

Holder or officer for reconsideration. In such a case the Council

must set out its reasons for the referral; or

46.12.4 acknowledge that the decision is contrary to the policy framework,

or contrary to or not wholly in accordance with the budget

framework, but approve an amendment to the particular policy or

budget to allow the decision to be implemented.

In the event of a referral back to the Executive decision-taker

46.13 In the event of 46.12.3 above, the Executive must reconsider the decision at

its next meeting (consideration should be given to the holding of a special

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meeting if the issue is considered to now be sufficiently urgent); or as the

case may be the Portfolio Holder or officer must reconsider the decision

within five clear working days of the date of the Council meeting. The

decision-taker can either:

46.13.1 confirm the original decision and report back to the next meeting of

the Overview and Scrutiny Committee;

46.13.2 amend or alter the decision in the light of the comments of the Call-

in sub-committee and report back to the next meeting of the

Overview and Scrutiny Committee.

In the case of either 46.13.1 or 46.13.2, the decision may be implemented as soon as the original Executive decision is confirmed or amended by the decision taker.

47. Call-in and Urgency

47.1 The call-in procedure set out above shall not apply where the decision being

taken by the Executive is an urgent decision. A decision will be urgent if any

delay likely to be caused by the call-in process would seriously prejudice the

Council’s or the public’s interests.

47.2 The record of the decision, and notice by which it is made public, shall state

that the matter is considered one of urgency, and will thus not be subject to

call-in.

47.3 The Chair of the Overview and Scrutiny Committee must agree that the

decision proposed is reasonable in the circumstances and should be treated

as a matter of urgency.

47.4 In the absence of the Chair of the Overview and Scrutiny Committee, the

consent of the Mayor is required.

47.5 In the absence of both the Chair of the Overview and Scrutiny Committee

and the Mayor, the consent of the Deputy Mayor is required.

47.6 Decisions taken, as a matter of urgency must be reported by the Monitoring

Officer to the next available meeting of the Council, together with the reasons

for urgency.

47.7 The operation of the provisions for call-in and urgency shall be monitored

annually and a report submitted by the Head of Paid Service to Council with

proposals for review if necessary.

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48. Procedure at Overview and Scrutiny Committee and Scrutiny Sub-

Committee Meetings

48.1 The Overview and Scrutiny Committee shall consider the following business:

48.1.1 Minutes of the last meeting;

48.1.2 Declarations of interest and any dispensations granted by the

Standards Committee;

48.1.3 Petitions;

48.1.4 Deputations;

48.1.5 Public Questions;

48.1.6 Responses from the Executive and Council to reports from the

Committee;

48.1.7 The business otherwise set out on the agenda for the meeting;

48.1.8 Check on progress from the Scrutiny sub-committees to ensure

reviews are on track.

48.2 The Scrutiny sub-committee (other than the Call-In sub-committees – see

Rule 50.3 below) shall consider the following business:


48.2.2 Declarations of interest;

48.2.3 Petitions;

48.2.4 Deputations;

48.2.5 Public Questions;

48.2.6 Consideration of any matter referred to the sub-committee by the

Overview and Scrutiny Committee;

48.2.7 Responses from the Executive and Council to reports from the sub-

committee;

48.2.8 The business as otherwise set out on the agenda for the meeting.

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48.3 The Call-In sub-committees shall consider the following business:


48.3.2 Declarations of interest;

48.3.3 The Call-In request(s) for which the meeting is convened.

49. The Conduct of Reviews

49.1 In conducting reviews, the Overview and Scrutiny Committee and Scrutiny

sub-committee may also ask people to attend to give evidence at their

meetings as outlined in Rules 43-44 above.

49.2 Reviews will be carried out in accordance with the principles set out in the

Protocol on Councillor/Officer Relations in Part 5 of the Constitution.

49.3 Following any review, the Committee or sub-committee shall prepare a report

for submission to the Executive and/or Council as appropriate and shall also

make its report and findings public subject to any confidentiality requirements

(See Rule 18).

50. Matters within the remit of Overview and Scrutiny Committee and the

Scrutiny Sub-Committee

Where a matter for consideration falls within the remit of the Overview and

Scrutiny Committee and the Performance and Finance sub-committee, the

Overview and Scrutiny Committee will decide which of them will lead the

scrutiny process.

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Appendix 1

Overview and Scrutiny Sub-Committee Call-In Procedure: Guidance

The Spirit of Co-operation This Guidance is written for all members to consider when calling in a decision made by the Executive. The Guidance has been prepared to prevent abuse of the call-in process, and to promote the efficient use of the Council’s resources. The Overview and Scrutiny Committee shall delegate authority to the designated members (see below) to consider requests for Call-In received in accordance with the Council’s constitution. In the event that the designated members fail to reach agreement on whether a request should be called in, the request for a Call-In shall automatically pass to the Call-In Sub-Committee for consideration. (1) Call in by Members of Council and by members of the public – Rule 47.2 The Guidance will be relied upon by the Chairman and Vice Chairman of the Overview and Scrutiny Committee. These members will be the designated members for the purpose of this Guidance1 when considering a request for call in by Members of the Council or by members of the public. Reasons for refusal The designated members must ensure that the requirement to give reasons under Rule 47.5 of the Committee Procedure Rules (“the Rules”) as contained in the Council’s Constitution is met. In the event that the requirements of Rule 47.5 are met, the following guidance shall be used when considering a request for call-in to the Call-In Sub-Committee:

1. Time limit - A decision may only be called-in during the period of 5 clear working days from the date of publication of the executive decision.

2. Financial implications - Only decisions involving expenditure or risk of a value

over £50,000 may be called-in, where expenditure is the primary purpose of the decision. This factor in particular should be considered in light of the other factors in this guidance.

3. Political implications - Does the decision have an impact on 1 or more of the

wards in Harrow? Or will the decision have an effect on the wider interests of the inhabitants of the area?

1 When the Chair and Vice-Chair of the Overview and Scrutiny Committee belong to the same political group, the designated

members for the purposes of this Guidance only shall be the Chair or Vice-Chair of the Call-In Sub-Committee and the lead or nominated member on the Call in Sub Committee from the next largest political group.

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4. Duplication - The Call-in Sub Committee should not be used when another forum or route is available to deal with concerns about an Executive decision, such as Challenge Panels, Standards Committee or Regulatory Panels e.g. Traffic, Development Management etc.

5. Relevance - The Call-in request must be of direct relevance to the Decision

being called-in. 6. Public Call-in - The Call-in request must make out a prima facie case. 7. Process -

(a) Have the requisite 6 Members requested the call-in? The Members who make the call-in should be Members of the Council or, as the case may be representatives of the voting co-opted members and one political group on Overview and Scrutiny Committee.

(b) Have the requisite 150 members of the public requested the call-in?

The 150 members of the public must be registered on the electoral roll and have given their name and address.

8. Vexatious Requests – Can the request be reasonably construed as vexatious

having regard to tone, content, language, persistence etc. The list above is not exhaustive and occasionally additional and different reasons may be relied upon to reject a request for a call in. If this is the case, a review of this Guidance will be carried out to ensure that it remains up to date and of assistance to members. The designated members should consider each of the above factors fully when considering a request for call-in, and in the event of refusal, reasons shall be provided which refer to the above categories.

251

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London Borough of Harrow May 2013 Health and Wellbeing Board Procedure Rules

4B-1 - 1

Health and Wellbeing Board Procedure Rules

1. Application of these Rules

1.1 These rules apply to the Harrow Health and Wellbeing Board which was set

up in accordance with S102 Local Government Act 1973 and S194 Health

and Social Care Act 2012.

2. Appointment of Reserves

Members of the Board shall each have a named Reserve who will have the

authority to make decisions in the event that they are unable to attend a

meeting. The Reserve will not be able to exercise any special powers or

duties exercisable by the person for whom they are reserving.

2.1 Reserving

2.1.1 Reserve Members may attend meetings in that capacity only:

2.1.1.1 to take the place of an ordinary Member for whom they

are a reserve;

2.1.1.2 where the ordinary Member will be absent for the whole

of the meeting;

2.1.1.3 where the meeting notes at the start of the meeting at

the item ‘Reserves’ that the Reserve Member is or will

be attending as a reserve; and

2.1.1.4 if a Reserve Member whose intention to attend has

been noted arrives after the commencement of the

meeting, then that Reserve Member can only act as a

Member from the start of the next item of business on

the agenda after his/her arrival.

2.1.2 For the purposes of section 2.1.1.2 only, a meeting adjourned to

another day shall be treated as a new meeting.

2.1.3 If a Reserve Member is in attendance at a meeting the ordinary

member for whom they are substituting shall not be entitled to

attend that meeting and take part as an ordinary member of that

body.

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3. Attendance of Members at Committees


3.1.1 Any Member of the Council may attend meetings of the Board or its

sub-committees and panels. Subject to 3.2 below, Councillors who

are not ordinary members or attending Reserve Members of the

Board or its sub-committees may not speak at meetings unless the

Board or sub-committee agrees that the Member concerned may

speak, or, the Member has been invited to the Board or sub-

committee to speak.

4.2 Motions referred to the Board or its sub-committees.

4.2 1 A Member of the Council who has proposed a motion which has been

referred to the Board or sub-committee, shall be given at least three clear

working days notice of the meeting at which the motion will be considered, by

the Monitoring Officer. If the Member attends the meeting but is not an

ordinary Member or attending Reserve member of the Board or sub-

committee, he or she shall have an opportunity to explain the motion to the

Board or sub-committee.

4. Appointment of Sub-Committees

The Board may establish sub-committees with such terms as they consider

necessary for the proper discharge of the functions of the Board.

5. Chairing Board Meetings

The Chair will be nominated by the Leader of the Council and appointed by

Harrow Council and is currently the Portfolio Holder for Adult Social Care,

Health and Wellbeing.

5.1 Vice Chair of the Board

The Vice-Chair will be appointed by the Clinical Commissioning Group.

5.2 Absence of Chair at Meetings of the Board


5.2.2 If after 15 minutes since the identified start time neither the Chair or

Vice-Chair are present then the meeting shall elect a Chair for that

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4B-1 - 3

meeting as its first order of business after the noting of Reserve

Members.

5.2.3 Where the Chair and Vice-Chair have both submitted apologies in

advance of the meeting to the Monitoring Officer then the first order

of business shall be to elect a Chair for the meeting after the noting

of Reserve Members.



6.1.1 the Access to Information Procedure Rules in Part 4G of the

Constitution have been complied with; or

6.1.2 the Chairman makes an announcement that does not require a

decision to be taken; or

6.1.3 a member of the Board or any Statutory Officer has requested that

an item be placed on the agenda for the meeting at any time before

the start of the meeting and the Chair agrees to the item being

included on the grounds of urgency and the Board agreeing to

consider that item of business. The grounds of urgency and the

circumstances giving rise to the request must be recorded in the

minutes of the meeting.

6.1.4 If there is a request to add an agenda item to an agenda after the

statutory deadline for publication, that item may only be considered

if the Chair agrees, subject to consultation with the Vice-Chair (if

reasonably practicable), and the Board agreeing to consider that

item of business, by virtue of the special circumstances set out

either in the report or on the supplemental agenda, that the item

should be considered as a matter of urgency and specified in the



7.1 Meetings of the Board shall take place at the Harrow Civic Centre. Following

consultation with the Vice-Chair and subject to compliance with the Local

Government (Access to Information) Act 1985, the Chair shall have the

power to alter the venue, day and time if he/she believes it to be appropriate

for the conduct of the business of the Board.

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the Board either before or after the agenda for the meeting has been issued

provided that reasons for the cancellation are given.


9.1 Those listed below may request the Monitoring Officer to call committee, sub-

committee or panel meetings in addition to ordinary scheduled meetings:

9.1.1 the Board by resolution;

9.1.2 the Chair of the Board. The Chair must, before requesting the

Monitoring Officer to call a special meeting, consult with the Vice-

Chair;

9.1.3 at least one-third of the members of the Board, if they have signed

a requisition presented to the Chair of the Board and he/she has

refused to call a meeting or has failed to call a meeting within five

clear working days of the presentation of the requisition;

10. Business

10.1 Business at special meetings of the Board shall be restricted to:

10.1.1 the election of a person to preside if the Chair and Vice Chair are

absent;

10.1.2 any item of business specified by the Board, Chair or Monitoring

Officer or Statutory Officer when calling the meeting;

10.1.3 any deputations relating to items of business on the agenda which

the Chair agrees to hear.





a meeting, the Monitoring Officer will send an agenda front sheet by post to

every member of the Board. The agenda will give the date, time and place of

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the meeting and specify the business to be transacted and will be

accompanied by all relevant reports.

Quorum

11.2 The quorum of a meeting will be 50% of the voting membership. However at

least one voting member from both the Council and the Clinical

Commissioning Group must be in attendance. Should the quorum not be

secured the meeting will not take place.


such other longer period as the Chair may decide, a quorum is not present,

the meeting will not take place. Nor will there be an informal meeting. The

Chair may announce the time and date that the meeting will be convened.





next ordinary meeting of the Board.



Meetings of the Board will commence at 3.00 pm and close at 5.00 pm

unless it resolves to extend the meeting beyond that time.


12.3.1 At the time of closure the Chair will advise the Board that:

12.3.1.1 any speech commenced and then in progress shall be concluded;

12.3.1.2 the Chair will put any motion or recommendation then under

consideration to the vote without further discussion;

12.3.1.3 any remaining business before the Board shall be put to the vote

without discussion or further amendment.

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13. Petitions


13.1.1 Petitions relating to a function of the Board shall be presented to

the appropriate meeting of the Board. If the petitioners request that

the petition be presented at a meeting of the Board this can be

done in the following ways:

13.1.1.1 a representative of the petitioners may attend, at the

time stated for the start of the Board meeting, and

request to read the petition to the meeting;

13.1.1.2 the petitioners may approach a Member of the Board

and ask them to read the petition on their behalf;


Officer who will arrange for the Chair to read the

petition.



have one minute to read the terms of the petition unless the Chair


Deputations

13.2 The Board may receive a deputation on any matter appearing on the relevant

agenda.

13.3 Requests for deputations must be in writing and supported by the signatures

of at least 10 residents or representatives of local organisations or

businesses in Harrow. The signatories must clearly state their names and

addresses/qualifying business address. The request must explain why a

deputation is required.

13.4 The request must be given to the Monitoring Officer at least two clear

working days before the day of the meeting, although the Board can waive

this requirement on the grounds of urgency.


Those persons nominated to speak should also be signatories to the original

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the speeches from the deputation must not exceed 10 minutes.

13.6 The time allowed for questioning of the deputation by Members of the Board

will be 10 minutes.




13.8 The Board shall receive no more than two deputations per meeting.

13.9 No deputation shall be received by the Board within 6 months after a

deputation has appeared before it on the same or a similar subject.

13.10 Members of the Board and advisers (in that capacity) shall not be signatories

to, lead or form part of any deputation.



Council or Clinical Commissioning Group.


14.1 General

14.1.1 Members of the public may question the Chair of the Board at

meetings. Questioners will not be allowed to address the Board

generally on a matter, they may only ask questions relating to

matters within the terms of reference of the Board. Questions

relating to individual cases and/or matters relating to staffing and

conditions of service will not be permitted.


14.2.1 There will be a total limit of 15 minutes for the asking and

answering of public questions. Once this time limit has been

reached, no further questions can be asked but a questioner can

complete a question or a supplemental question and the

respondent can complete a reply. Unless the Chair permits

otherwise, a reply to a question shall not exceed three minutes. If

the Board member answering believes that a longer response is

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4B-1 - 8

necessary an oral summary will be given and a full reply shall be

completed in writing.


14.3.1 Questions will be asked in the order notice of them was received,

except that the Chair may group together similar questions.



[email protected] no later than 3.00 pm two clear

working days before the day of the meeting. Each question must be

submitted by the questioner, identifying their name, address, and

where appropriate email address, and state that the question is to

the Chair of the Board.

14.3.3 Without prejudicing 14.3.2 above, where a report is circulated after

the normal Board despatch by supplemental agenda a question

may be asked, if notice has been given in writing, by fax or by

electronic mail to the Monitoring Officer at

[email protected] no later than 3.00 pm ONE clear

working day before the day of the meeting. Each question must be

emailed from the questioner’s email address, give the name and

address of the questioner and state that the question is to the Chair

of the Board.

14.3.4 The Chair of the Board may arrange for another Member of the

Board to answer on his or her behalf.

14.3.5 The Council takes no responsibility for questions which are sent

and fail to reach the correct e-mail address, postal address or fax

number.


14.4.1 At any one meeting no person may submit more than one question.

A questioner will be allowed to ask a supplementary question

directly relating to the content of the answer given to the written

question. The Chair may reject a supplemental question if it falls

within any of the categories in paragraph 14.5 below.

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14.5.1 The Monitoring Officer may reject a written question if it:


offensive; or

14.5.1.2 does not relate to a matter to which the Council has





information; or


put at any meeting of the Board in the last six months.

14.5.1.6 is within the invalid categories referred to at 14.1

above.

No invalid questions will be circulated.


14.6.1 The Monitoring Officer will make written questions available for

public inspection and will immediately send a copy of the written

question to the person to whom it is to be put. If a question is

rejected, reasons for rejection will be given to the questioner by the

Monitoring Officer.

14.6.2 Copies of all valid questions will be circulated to all Members of the

Board and made available to the public at the meeting.


14.7.1 The Chair will invite the questioner to put the question and will

respond to the question unless another Member has been

nominated to answer on his or her behalf.

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be present, they may ask the Chair to put the question on their

behalf.

14.7.3 The Chair may either:



14.7.3.3 decide, in the absence of the questioner, that the



14.8.1 Any written question, which cannot be dealt with during public

question time because of lack of time, will be dealt with by written

answer. A copy of any written answer shall be given to the

Monitoring Officer who will send it to the questioner and all

Members of the Board.


14.9.1 Unless the Chair decides otherwise, no discussion will take place

on any question, but any Member may propose that a matter raised

by a question be referred to the appropriate body of Harrow Council

or the Clinical Commissioning Group. Such a proposal will be

voted on without discussion.



Board which are marked Exempt under Schedule 12A of the Local

Government Act 1972, or Confidential must be treated as such by all

Members of the Board. Members of the public will not have access to these

papers and discussions. Confidential or exempt items will be marked as

such and the relevant part of Schedule 12A will be specified on the

document. Confidential and/or exempt items will be discussed in ‘Part II’ of

the Board meeting following a resolution to exclude the press and public.

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16. Voting

16.1 Majority

16.1.1 Any matter will be decided by a simple majority of those Members

of the Board voting and seated in the room at the time the question

was put. Voting shall be by a show of hands.


16.2.1 If there is an equal number of votes for and against, the Chair will

have a second or casting vote. There will be no restriction on how

the Chair chooses to exercise a casting vote.


16.3.1 If, immediately before the vote is taken, any Member of the Board

present at the meeting requests that his or her vote be recorded as

voting for or against or not voting, it shall be so recorded in the

minutes.

16.3.2 A recording of a vote or abstention in the minutes of the meeting

shall be made without explanation save that in cases where it is

necessary for the avoidance of ambiguity a brief note may be

added at the Member’s request explaining that Member of the

Board’s reason for voting or not voting.



filled by the Board and of the votes given there is not a majority in

favour of one person, the name of the person having the least

numbers of votes shall be disregarded and a fresh vote shall be

taken and so on until a majority of votes is given to one person.

17. Minutes

17.1 Signing the Minutes of the Board

17.1.1 The Chair will sign the minutes of the proceedings at the next

meeting. The Chair will move that the minutes of the previous

meeting be signed as a correct record. The only aspect of the

minutes that may be discussed is their accuracy.

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17.2 Minutes of Decisions of the Board

17.2.1 Minutes of the Board shall be published on the Council’s intranet

and website.


18.1 All Members of the Board present during the whole or part of a meeting must,

before the conclusion of every meeting, sign their names in the attendance

document provided.



with the Access to Information Procedure Rules in Part 4G of the Constitution

of London Borough of Harrow or under Rule 24 of Part 4B of the Constitution

(Disturbance by the Public).



20.1.1 When the Chair speaks during a debate, any Member of the Board

speaking at the time must stop speaking. The meeting must be

silent.


20.2.1 If a Member of the Board persistently disregards the ruling of the

Chair by behaving improperly or offensively or deliberately

obstructs business, the Chair may move that the Member be not

heard further during the consideration of that item of business. If

seconded, the motion will be voted on without discussion.

20.3 Member of the Board to leave the Meeting

20.3.1 If the Member of the Board continues to behave improperly after

such a motion is carried, the Chair may move that either the

Member leave the meeting or that the meeting is adjourned for a

specified period. If seconded, the motion will be voted on without

discussion.

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20.4.1 If there is a general disturbance, making business impossible, the

Chair may adjourn the meeting for as long as he/she thinks

necessary.

21. Disturbance by the Public


21.1.1 If a member of the public interrupts proceedings, the Chair will warn

the person concerned. If they continue to interrupt, the Chair will

order their removal from the meeting room.


21.2.1 If there is a general disturbance in any part of the meeting room

open to the public, the Chair may call for that part to be cleared.

21.3 Adjournment

21.3.1 Following an order by the Chair for one or more members of the



officers present, the Chair may adjourn the meeting for as long as


21.3.2 If it is considered expedient so to do, the Chair with the agreement

of the Members of the Board present may adjourn the meeting for

such duration as is considered appropriate.

22. Suspension and Amendment of Board Procedure Rules

22.1 Suspension

22.1.1 All of these Board Procedure Rules except the Rules on Reserving

(2), Individual Recorded Vote and Explanation for Vote (16.3),

Exclusion of the Public (21), Suspension and amendment of Board

Procedure Rules (22), may be suspended by motion on notice or

without notice if at least one half of all members of the Board are

present and where such a motion is carried by a majority of those

present. Suspension may be for one or more items of business

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during the course of the meeting when the suspension is agreed

but may not extend beyond that meeting.

22.2 Amendment

22.2.1 The Board Procedure Rules may only be changed by the Council.



person may record or photograph or broadcast of any part of any meetings of

the Board unless the person presiding at the meeting, in consultation with the

other members of the Board who are present and entitled to vote at the

meeting, gives express permission.




24.1 The Chair’s ruling on the interpretation or application of any of the Board


266

C. Budget and Policy Framework Procedure Rules

Contents

Rule Page No.

1. The Framework for Executive decisions 4C – 1

2. The Process for the Development of the Budget 4C - 1

3. The Process for the Development of the Policy Framework

4C – 3

4. Decisions Outside the Budget or Policy Framework 4C – 5

5. Urgent Decisions Outside the Budget or Policy Framework

4C – 6

6. Virement 4C – 7

7. In-year Changes to the Budget and Policy Framework 4C – 7

8. Call-In of Decisions Outside the Budget or Policy Framework

4C – 7

London Borough of Harrow April 2010 Budget and Policy Framework Procedure Rules

267

BUDGET AND POLICY FRAMEWORK PROCEDURE RULES

1. The Framework for Executive Decisions

The Council will be responsible for the adoption of its budget and policy framework as set out in Article 4. Once the budget or a policy framework is in place, it will be the responsibility of the Executive to implement it.

2. The Process for the Development of the Budget

Timetable and consultation

(a) Before the publication of any draft budget proposals, the Executive shall agree a timetable for the consideration of the budget. The timetable shall accord with these Rules and shall also detail the process for consultation on the budget with local stakeholders and others.

(b) The Executive shall then arrange appropriate consultation on these draft budget proposals with local stakeholders and others. Details of the consultation process shall be included in the Forward Plan of the Authority.

Reference to the Overview and Scrutiny Committee

(d) The draft budget proposals of the Executive shall also be referred to the Overview and Scrutiny Committee for advice and consideration. A copy of the proposals shall be sent as soon as available to all members of that Committee.

(e) The Overview and Scrutiny Committee may conduct further consultation as it considers appropriate except that this should not duplicate any consultation already carried out or proposed to be carried out by the Executive.

(f) The Overview and Scrutiny Committee shall report to the Executive on the outcome of their consideration of the draft budget proposals and may make such recommendations, as it considers appropriate. The Executive must consider any report or recommendations made by the Overview and Scrutiny Committee before it submits its budget to the Council for approval. When making its report to the meeting of the Council on the budget the Executive must state how it has taken into account any recommendations from the Overview and Scrutiny Committee.


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Consideration of the budget by the Council

(g) The Council may:

- adopt the budget proposals of the Executive;

- may amend them;

- refer them back to the Executive for further consideration.

(h) A decision by Council to adopt the proposals comes into effect immediately.

(i) A decision to amend or refer back the proposals shall come into effect after five clear working days from the day on which the Council meeting makes its decision unless the procedure in (j) below is invoked by the Leader.

(j) In circumstances where the Executive budget proposals have been amended and before the expiry of the five clear working days period, the Leader of the Council may give notice to the Director of Legal & Governance Services that he or she objects to some or all of the amendments made by the Council. The decision of the Council shall not then come into effect until the completion of the procedure in sub-paragraph (k) below.

(k) When the Leader of the Council gives notice to the Director of Legal & Governance Services under sub-paragraph (j) above or where the Council has decided to refer the budget back to the Executive the Director of Legal & Governance Services shall:

(i) arrange for a meeting of the Executive to consider the proposals made by the Council. The Executive may:

- agree with the proposals of Council;

- reject the proposals of Council;

- make further amendments.

(ii) following the meeting of the Executive, convene a further meeting of Council to give further consideration to the budget. The further meeting of the Council shall be called for the day that is not more than 14 calendar days nor less than 7 calendar days after the giving of notice by the Leader, and shall commence at 7.30 pm, unless agreement is reached by the Chair and the Leaders of all political groups on the Council to an alternative date or time.


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(l) The Council at its further meeting to consider the budget can agree the proposals of the Executive or can amend the proposals. Their decision is then effective immediately.

Budget variation

(m) When approving the budget the Council shall also specify the extent of controls (if any) on the use of contingencies and reserves which may be undertaken by the Executive in accordance with paragraph 6 of these Rules. The Executive may not make any other changes to the budget determined by the Council.

After setting the budget

(n) As soon as practicable after the determination of the budget the Executive shall publish and make available to the public information on the budget determined for the following Municipal Year.

3. The Process for the Development of the Policy Framework

Timetable and consultation

(a) In accordance with the Local Authority (Functions and Responsibilities) (England) Regulations 2000 any approval to the following Plans and Strategies is reserved to the Council:

Children and Young People’s Plan Crime and Disorder Reduction Strategy Gambling Policy Licensing Authority Policy Statement Licensing Policy Local Implementation Plan (formerly the Local Transport Plan) Plans and strategies which together comprise the

Development Plan Sustainable Community Strategy Youth Justice Plan

The Harrow Corporate Plan and the Equalities Scheme are also reserved to the Council.

(b) At the start of each Municipal Year the Executive will determine a timetable for the preparation and consideration of those Plans and Strategies listed in (a) above that are required to be made in that year. The timetable will detail the meeting of the Executive which it is expected that the Plan or Strategy will be agreed for recommendation to Council, the meeting of the Overview and Scrutiny Committee to which the matter is to be referred (see (e) below) and the date of the Council meeting at which the recommendation will be considered.


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(c) The Executive shall arrange appropriate consultation on the proposed Plans and Strategies with local stakeholders and others as determined by the Executive. Details of the consultation process shall be included in the Forward Plan of the Authority.

(d) Three of the Plans and Strategies listed in (a) above are known as Partnership Plans these are:

Crime and Disorder Reduction Strategy Sustainable Community Strategy Youth Justice Plan

These Plans and Strategies will be prepared with Harrow’s Partners in the Partnership and will be referred to the relevant decision-making body in each of the agencies of the Steering Group of the Partnership.

Reference to the Overview and Scrutiny Committee

(e) A copy of any proposed Plan or Strategy listed in Rule 3(a) above shall also be referred to the Overview and Scrutiny Committee in sufficient time for the proposals to be included in the agenda for a scheduled meeting of the Committee, and for the Committee to make a report or recommendations to the meeting of the Council that is to consider the Plan or Strategy concerned. The Council shall not agree a Plan or Strategy until the Overview and Scrutiny Committee has had the opportunity to consider the proposals, subject to the need for statutory deadlines to be met.

Consideration by the Council

(f) The Council may:

- adopt the proposals of the Executive;

- amend them;

- refer them back to the Executive for further consideration; or

- substitute its own proposals in their place.

(g) A decision of the Council to adopt the proposals comes into effect immediately.

(h) A decision to amend, refer back or substitute the proposals shall come into effect after five clear working days from the day on which the Council meeting makes its decision, unless the procedure in (i) below is invoked by the Leader.


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(i) In circumstances where the Plan or Strategy has been amended or substituted and before the expiry of the five clear working days period, the Leader of the Council may give notice to the Director of Legal & Governance Services that he/she objects to some or all of the amendments made by the Council. The decision of the Council shall not then come into effect until the completion of the procedure in sub-paragraph (j) below.

(j) When the Leader of the Council gives notice under sub-paragraph (i) above to the Director of Legal & Governance Services or where the Council has decided to refer the matter back to the Executive for further consideration, the Director of Legal & Governance Services shall refer the matter to the next scheduled meeting of the Executive. The Executive may agree the proposals of the Council, reaffirm its original proposals, or make further amendments. The decision of the Executive shall then be referred back to the Council. The Council can agree the proposals of the Executive or amend the proposals. The decision reached by the Council then has immediate effect.

Variation

(k) When approving any Plan or Strategy the Council shall also specify the extent of variation within the Plan or Strategy that may be undertaken by the Executive in accordance with paragraphs 7 of these Rules. The Executive may only make such other changes to a Plan or Strategy as have been agreed by the Council.

After Council determination

(l) After the Plan or Strategy has been determined by the Council the Executive shall publish and make available to the public information on the contents of the Plan or Strategy. The Plan or Strategy shall also be made available for public inspection and included on the Council web-site, and copies made available at reasonable cost.

4. Decisions Outside the Budget or Policy Framework

(a) Subject to the provisions of paragraph 6 (Virement), the Executive, individual members of the Executive, and any officers or joint arrangements discharging executive functions, may only take decisions, which are in accordance with the budget or policy framework. If any of these bodies or persons wishes to take a decision which is contrary to the policy framework or contrary to or not wholly in accordance with the budget approved by the Council, then that decision may (subject to paragraph 5 below) only be taken by the Council.

(b) Any member of the Council or a Committee or sub-committee of the Council wishing to raise a question as to whether any decision made or likely to be made by the Executive is contrary to the policy


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framework or contrary to or not wholly in accordance with the budget, shall refer the question to the Monitoring Officer and/or the Chief Financial Officer as appropriate. If either of these officers considers that the decision made or likely to be made is contrary to the policy framework or contrary to or not wholly in accordance with the budget he, she or they shall immediately inform the Chair of the body making the decision or the individual making the decision. The decision may not then be implemented and must be referred to the Council for decision.

(c) The Monitoring Officer or Chief Financial Officer may conclude that a decision made or likely to be made is contrary to the policy framework or contrary to or not wholly in accordance with the budget without it first being raised by a Councillor, a Committee or sub-committee. They must then inform the relevant Chair or individual decision-taker and the decision may not then be implemented and must be referred to the Council for decision.

This Rule shall not apply where a decision has been taken within the exception permitted by Rule 5.

5. Urgent Decisions Outside the Budget or Policy Framework

(a) The Executive, individual member of the Executive or officers or joint arrangements discharging Executive functions may take a decision which is contrary to the policy framework or contrary to or not wholly in accordance with the budget, if the decision is a matter of urgency.

(b) Such a decision on grounds of urgency may, however, only be taken:

(i) if it is not practical to convene a quorate meeting of the full Council; and

(ii) if the Chair of the Overview and Scrutiny Committee or in his/her absence the Mayor, or in the absence of both, the Deputy Mayor, agrees in writing that the decision is a matter of urgency.

(c) The reasons why it is not practical to convene a quorate meeting of the Council and the consent of the Chair of the Overview and Scrutiny Committee or Mayor or Deputy Mayor must be noted on the record of the decision.

(d) Following the decision, the body or person taking the decision will report to the next meeting of the Council, explaining the decision, the reasons for it, and why it was treated as a matter of urgency.

6. Virement


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The Virement Policy is contained within the Financial Regulations at Part 4K Section 3.

7. In-year Changes to the Budget and Policy Framework

No changes may be made to the budget or policy framework by the Executive, individual members of the Executive, or officers, or joint arrangements discharging Executive functions except those:-

(i) which are necessary to ensure compliance with the law, ministerial direction or government guidance;

(ii) in relation to the policy framework in respect of a policy which would normally be agreed annually by the Council following consultation, but where the existing policy document is silent on the matter under consideration.

8. Call-In Decisions Outside the Budget or Policy Framework

(a) Where the Overview and Scrutiny Committee is of the opinion that an Executive decision would be, or if made is, contrary to the policy framework, or contrary to or not wholly in accordance with the Council’s budget, then it shall seek advice from the Monitoring Officer and/or Chief Financial Officer.

(b) In respect of functions, which are the responsibility of the Executive, the Monitoring Officer’s report and/or Chief Financial Officer’s report shall be sent to the Executive with a copy to every Member of the Council. Regardless of whether the decision is delegated or not, the Executive must meet to decide what action to take in respect of the officer’s report and prepare a report to Council in the event that the Monitoring Officer or the Chief Financial Officer conclude that the decision was a departure from the Budget and Policy Framework, and to the Overview and Scrutiny Committee if the Monitoring Officer or the Chief Financial Officer conclude that the decision was not a departure from the Budget and Policy Framework.

(c) If the decision has yet to be made, or has been made but not yet implemented, and the advice from the Monitoring Officer and/or the Chief Financial Officer is that the decision is, or would be contrary to, the policy framework or contrary to or not wholly in accordance with the budget, the Overview and Scrutiny Committee may refer the matter to Council. In such cases, no further action will be taken in respect of the decision or its implementation until the Council has met and considered the matter. At the meeting the Council will receive a report of the decision or proposals and the advice of the Monitoring Officer and/or the Chief Financial Officer. The Council may:


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(i) endorse a decision or proposal of the executive decision taker as falling within the existing budget and policy framework. In this case no further action is required, save that the decision of the Council be minuted and circulated to all Councillors in the normal way; or

(ii) amend the Council’s financial regulations or policy concerned to encompass the decision or proposal of the body or individual responsible for that executive function and agree to the decision with immediate effect. In this case, no further action is required save that the decision of the Council be minuted and circulated to all Councillors in the normal way; or

(iii) where the Council accepts that the decision or proposal is contrary to the policy framework or contrary to or not wholly in accordance with the budget, and does not amend the existing framework to accommodate it, the Executive is required to reconsider the matter in accordance with the advice of either the Monitoring Officer or the Chief Financial Officer or both.


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London Borough of Harrow May 2013 Executive Procedure Rules 4D - 1

Executive Procedure Rules 1. Application of these Rules

1.1 These Rules apply to the Executive and meetings of the Executive (being

either a meeting of a number of Members of the Executive or the Leader

when taking a Key Decision by way of a Portfolio Holder Meeting). Some

Rules also apply to a Member meeting alone.

1.2 Rules 1 to 35 apply to the Executive. Rules 26, 27, 28, 29, 30, 31, 32, 33, 34

and 35 apply to the Advisory Panels and Consultative Forums of the Council

and any Sub-Panels and Sub-Forums established by them as well as to the

Executive. Rules 36 to 53 set out additional rules which apply only to the

Advisory Panels and Consultative Forums of the Executive. These are

currently:

1.2.1 Advisory Panels

1.2.1.1 Corporate Parenting

1.2.1.2 School Placement Panel

1.2.1.3 Grants

1.2.1.4 Harrow Business Consultative

1.2.1.5 Local Development Framework

1.2.1.6 Supporting People

1.2.1.7 Traffic & Road Safety

1.2.1.8 Member Development

1.2.1.9 Major Developments

1.2.2 Consultative Forums

1.2.2.1 Employees’ Consultative

1.2.2.2 Tenants’, Leaseholders’ and Residents’ Consultative

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2. Executive Decisions

2.1 Executive functions may be exercised by:

the Executive as a whole;

a Committee or sub-committee of the Executive;

an individual Member of the Executive;

an officer;

an area committee;

an arrangement with another authority for the discharge of functions.

2.2 A Key Decision may not be taken by an individual Member of the Executive

unless either it has been delegated to an individual Member of the Executive

in accordance with Rule 11.2 or it is a Key Decision on an urgent matter and

is taken in accordance with Rule 3 of the Appendix to the Executive

Procedure Rules.

2.3 Definition of Executive Meeting

An Executive meeting shall include:

2.3.1.1 a meeting open to all Members of the Executive.

2.3.1.2 a committee or sub-committee of the Executive.

2.3.1.3 An individual Member of the Executive (Portfolio Holder)

when making Key Decisions.

3. Delegation by the Executive

3.1 The Leader or, in the absence of the Leader, the Deputy Leader will present

to the Council a written record of delegations made by him/her at the Annual

Meeting of the Council for inclusion in the Allocation of Responsibilities (set

out in Part 3 of this Constitution).

3.2 The document presented by the Leader or, in the absence of the Leader, the

Deputy Leader must contain the following information relating to Executive

functions in the ensuing Municipal Year:

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the name of the Executive Member who will serve as Deputy Leader;

the names and Wards of the Councillors appointed to the Executive;

the nature of the Portfolios to be held by each Executive Member;

the extent of any authority delegated to those Executive Members

individually, including details of the limitation on their authority;

the nature and extent of any deputising arrangements within the Executive;

any changes to the terms of reference and constitution of the Executive

Committees or Executive Sub-committees and the names of the Executive

Members appointed to them;

any changes to the nature and extent of any delegation of Executive

functions to any other authority or any arrangements with another authority

for the discharge of functions and the names of those Executive Members

appointed to any joint committee for the coming year;

any changes to the nature and extent of any delegation of Executive

functions to officers with details of any limitation on that delegation, and the

title of the officer to whom the delegation is made;

3.3 In an election year the documents referred to in 3.2 above may be presented

by the Leader or, in the absence of the Leader, the Deputy Leader to the first

Council meeting following the Annual Meeting. This may be a special

meeting convened for the purpose.

4. Sub-delegation of Executive Functions

4.1 The Executive, or an individual Member of the Executive, may delegate

functions for which they are responsible only to the extent permitted within

the Allocation of Responsibilities in Part 3 of the Constitution.

5. The Council’s Allocation of Responsibilities and Executive Functions

5.1 The Council will approve a Scheme of Delegations or Allocation of

Responsibilities, and may amend it at any time by resolution, but will normally

undertake any revision at its annual meeting. However, in years where

whole Borough elections are held, notification of the Scheme of Delegation or

Allocation of Responsibilities may be presented at the next Council meeting

after the Annual Meeting.

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5.2 The Executive, or individual Member of the Executive exercising functions by

virtue of the Scheme of Delegation or Allocation of Responsibilities, may

make proposals for changes to the Scheme of Delegation or Allocation of

Executive responsibilities, but any such proposals must be agreed by the

Leader and reported to the next available Council meeting.

5.3 Two members of the authority appointed by the Leader shall be entitled to

attend Cabinet as non-executive members; to speak but not vote on items

before the Cabinet in private and public meetings, and to have

commensurate access to documents as full Cabinet members.

6. Conflicts of Interest

6.1 If an individual Member of the Executive has a conflict of interest or if every

Member has a conflict of interest this should be dealt with as set out in the

Council’s Code of Conduct for Members in Part 5A of this Constitution.

6.2 If the exercise of an Executive function has been delegated to an individual

Portfolio Holder and a conflict of interest arises, then the function may be

exercised, by the Leader or Deputy Leader. In the case where an officer is

unable to take a delegated decision due to a conflict of interest, and no

scheme exists within the department which allows referral of that decision to

another appropriate officer, that decision will be referred to the relevant

Portfolio Holder, or the Leader or Deputy Leader.

6.3 If a conflict of interest arises for the Leader or Deputy Leader where the

decision would have been referred to them, then that decision may be

referred to Cabinet



the Access to Information Procedure Rules in Part 4G of the Constitution

have been complied with; or

a Member of the Executive or any Statutory Officer has requested that an

item is placed on the agenda for the meeting at any time before the start of

the meeting and the Executive agrees to the item being included on the

grounds of urgency. The grounds of urgency and the circumstances giving

rise to the request must be recorded in the minutes of the meeting.

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8. Executive Meetings

8.1 Time, place and changes to meetings

The Executive will meet at 7.30 pm on the days set in the Council calendar.

The Executive will meet at the Council’s Civic Centre, Station Road, Harrow

HA1 2XQ, but it may meet elsewhere if appropriate, and provided notification

is given on the agenda for the meeting.

The Leader or, in the absence of the Leader, the Deputy Leader may

convene additional meetings of the Executive, provided that the requirements

of the Access to Information Procedure Rules in Part 4G of this Constitution

are complied with.

The date and time of a meeting of the Executive may be changed by the

Leader or, in the absence of the Leader, the Deputy Leader upon giving five

clear working days’ notice.

8.2 Special Meetings

Those listed below may request the Monitoring Officer to call Executive

meetings in addition to ordinary scheduled meetings:

8.2.1.1 the Executive by resolution;

8.2.1.2 the Leader of the Council;

8.2.1.3 the Monitoring Officer (where the proper officer is not also

the Monitoring Officer); or Chief Financial Officer;

8.2.1.4 at least one-third of the Members of the Executive, if they

have signed a requisition presented to the Leader of the

Council and he/she has refused to call a meeting or has

failed to call a meeting within five clear working days of

the presentation of the requisition.

If not otherwise already specified by resolution or by the Chairman, the date,

time and place of special meetings will be set by the Leader of the Council.

The Monitoring Officer must give notice of the time and place of a public

meeting by displaying it at the offices of the relevant local authority and

publishing it on that authority’s website, if it has one at least 5 clear days

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before the meeting or where the meeting is convened at shorter notice, at the

time the meeting is convened.

Where a meeting is convened at short notice, no item of business shall be

considered unless a copy of the agenda including the item of business has

been available for inspection by the public from the time that the agenda for

the meeting was sent to members.

8.3 Business

Business at special meetings of the Executive shall be restricted to any item

of business specified by the Executive, Leader, Monitoring Officer or Chief

Financial Officer when calling the meeting or specified in the requisition

presented by at least one-third of the Members of the Executive.

Business at the same special meeting may be added to the agenda subject

to the agreement of the Monitoring Officer following consultation with the

Leader of the Council and the leader(s) of the Opposition Group(s), stating

reasons for urgency.

9. Meetings of the Executive to be held in Public

9.1 All meetings of the Executive will be held in public. These meetings will be

governed by the Access to Information Procedure Rules in Part 4G of this

Constitution. Where the Executive is considering reports on matters which

contain confidential or exempt information it may pass a resolution to exclude

the press and public in accordance with the Access to Information Procedure

Rules, having given 28 clear calendar days’ notice of the intention to hold a

private meeting (or part private).

10. Quorum

10.1 Subject to Rule 10.2, the quorum for a meeting of the Executive shall be a

minimum of three.

10.2 In order for an Executive meeting to be quorate, the Leader or Deputy Leader

must be present unless they are precluded from participating in the item of

business by reason of a conflict of interest

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11. Procedure for Decision Making by the Executive

11.1 Executive decisions taken by the Executive as a whole will be taken at a

meeting convened in accordance with the Access to Information Procedure

Rules in Part 4G of this Constitution.

11.2 Where Executive Key Decisions are delegated to individual Executive

Members in accordance with paragraph 3.2.4, those decisions shall be taken

in accordance with the Access to Information Procedure Rules in Part 4G of

this Constitution.

11.3 Where Executive Key Decisions are delegated to officers of the Council,

those decisions may be taken in private, but notice that the decision will be

taken and notification of the decision made must be in accordance with the

Access to Information Procedure Rules in Part 4G of this Constitution.

Conduct of Executive Meetings

12. Chair of the Executive

12.1 At a meeting of the whole Executive the Leader shall preside if he or she is

present. In the absence of the Leader, the Deputy Leader shall preside. If

neither the Leader or Deputy Leader are present, the meeting shall not

proceed unless they are precluded from participating in the item of business

by reason of a conflict of interest.

13. Attendance at Executive Meetings

13.1 Non-Executive Members of the Council, members of the public and press

may attend all meetings of the Executive, subject to Rule 9 above.

13.2 The Chief Executive, Corporate Directors and the Monitoring Officer should

normally be present at all meetings. Other officers of the Council may attend

meetings as appropriate and as arranged by the Chief Executive and

Corporate Directors.

14. Principles of Executive Decision Making

14.1 All decisions of the Executive will be made in accordance with the following

principles;

proportionality (i.e. the action must be proportionate to the desired outcome);

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due consultation and the taking of professional advice from officers;

a respect for human rights;



explaining the options that were considered and giving the reasons for the

recommendation(s).

the Public Sector Equality Duty.

15. Petitions

15.1 Presentation of petitions

All petitions received relating to Executive functions shall be dealt with in

accordance with the Council’s Petition Scheme (at Appendix A to the Council

Procedure Rules) and will normally be referred to the Executive or

appropriate Portfolio Holder, Advisory Panel or Consultative Forum. If the

petitioners request that the petition be presented at a meeting of the

Executive this can be done in the following ways:

a representative of the petitioners may attend at the time stated for the start

of the Executive meeting, or prior to an individual Executive Member making

a decision, and request to read the petition to the meeting;

the petitioners may send the petition to the Monitoring Officer and request

for the Leader, Deputy Leader or an Executive Member to read the petition.

15.2 The person presenting the petition may only read the terms of the petition

and may not make any further comments. That person will have one minute

to read the terms of the petition unless the Chair determines that this time

limit should be extended or reduced.

15.3 Notice and consideration of petitions

15.3.1 Save as is mentioned in paragraph 15.1.3 above there is no need for any

advance notice to be given of the wish to present a petition to the Executive

but if 10 days notice is given to the Monitoring Officer a note of the petition

will appear on the agenda for the meeting.

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16.1 General

16.1.1 Members of the public may question the Executive and Portfolio Holders at

meetings. Questioners will not be allowed to address the Executive generally

on a matter, they may only ask questions relating to matters within the terms

of reference of the Executive. Questions relating to individual cases and/or

matters relating to staffing and conditions of service will not be permitted.

16.2 Time limit for questions

16.2.1 There will be a time limit of 15 minutes for the asking and answering of public

questions. Once this time limit has been reached no further questions can be

asked but a questioner can complete a question or a supplemental question,

and the Member can complete a reply. Unless the Chair permits otherwise a

reply to a question shall not exceed three minutes. If the Member answering

believes that a longer response is necessary an oral summary will be given

and a full reply shall be completed in writing.

16.3 Order and notice of questions

16.3.1 Questions will be asked in the order notice of them was received, except that

the Chair may group together similar questions.

16.3.2 A question may only be asked if notice has been given in writing, by fax or by

electronic mail to the Monitoring Officer at Democratic Services, Harrow

Council, Civic Centre, PO Box 2, Harrow, HA1 2UH or 020 8424 1557 or

[email protected] no later than 3.00 pm two clear working

days before the day of the meeting. Each question must be submitted by the

questioner, identifying their name, address, and where appropriate email

address, and give the name of the Member of the Executive to whom it is to

be put.

16.3.3 Without prejudicing 16.3.2 above, where a report is circulated after the

normal Cabinet agenda despatch by supplemental agenda a question may

be asked, if notice has been given in writing, by fax or by electronic mail to

the Monitoring Officer at [email protected] no later than

3.00 pm ONE clear working day before the day of the meeting. Each

question must be emailed from the questioner’s email address, give the

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name and address of the questioner and name of the Member of the

Executive to whom it is to be put.

16.3.4 Where reports are published after 1 clear working day before the date of the

meeting, a question may only be asked subject to the agreement of the Chair

of the meeting.

16.3.5 The Member of the Executive to whom any question is put may arrange for

another Member of the Executive to answer on his or her behalf.

The Council takes no responsibility for questions which are sent and fail to

reach the correct e-mail address, postal address or fax number.

16.4 Number of questions




a supplemental question if it falls within any of the categories in Rule 16.5

below.

16.5 Scope of questions

16.5 1 The Monitoring Officer may reject a question if it:

16.5.1.1 is not about a matter for which the Authority has a responsibility

or which does not affect the Borough;

16.5.1.2 is defamatory, frivolous or offensive;

16.5.1.3 is substantially the same as a question which has been put at

any meeting of the Executive in the last six months; or

16.5.1.4 requires the disclosure of confidential or exempt information.

16.6 Record of public questions

16.6.1 The Monitoring Officer will send a copy of the question to the Member to

whom it is to be put.

16.6.2 Copies of all questions will be circulated to all Members of the Executive, will

be made available to the public at the meeting and published on the

Council’s website after they have been accepted prior to the meeting.

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16.7 Asking the question at the meeting

The Chair will invite the questioner to put the question and will respond to

the question unless another Member has been nominated to answer on his

or her behalf.

If a questioner, who has submitted a written question, is unable to be

present, they may ask the Chair to put the question on their behalf. The

Chair may either:



16.7.1.3 decide, in the absence of the questioner, that the question will

not be dealt with.

16.8 Written answers

16.8.1 Any question, which cannot be dealt with during public question time because

of lack of time, will be dealt with by written answer. A copy of any written

answer shall be given to the Monitoring Officer who will send it to the

questioner and include in the minutes.


16.9.1 Unless the Chair decides otherwise, no discussion will take place on any

question, but any Member may propose that a matter raised by a question be

referred to an Advisory Panel, Consultative Forum, Portfolio Holder,

Committee or sub-committee. Such a proposal will be voted on without

discussion.

17. Questions by Members

17.1 Questions with Notice

17.1.1 Subject to Rule 17.2, a Councillor may ask a Portfolio Holder (Member of the

Executive) a question (which depending on its nature may be dealt with in

either public or private session) on any matter in relation to which the

Executive has powers or duties. For the avoidance of doubt, a Member is not

limited to asking a single substantive question at any one Executive meeting.

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17.1.2 A limit of 15 minutes shall be given to the asking and answering of written

questions by Councillors under this Rule.

17.2 Notice of Questions

17.2.1 A Councillor may only ask a question under Rule 17.1 if either:

17.2.1.1 they have submitted such question by 3.00pm, two clear working

days before the day of the meeting in writing, by fax or e-mail, of

the question to the Monitoring Officer; or

17.2.1.2 without prejudicing 17.1.1. above, where a report is circulated

after the normal Cabinet agenda despatch by supplemental

agenda a question may be asked, if notice has been given in

writing, by fax or by e-mail to the Monitoring Officer no later than

3.00pm ONE clear working day before the date of the meeting; or,

17.2.1.3 the question relates to urgent matters, and they have the consent

of the Portfolio Holder to whom the question is to be put and the

content of the question is given to the Monitoring Officer by 12

noon on the day of the meeting.

17.2.1.4 Where reports are published after 1 clear working day before the

date of the meeting, a question may only be asked subject to the

agreement of the Chair of the meeting.

17.2.2 Questions will be asked in the order agreed with the relevant Group Leader

by the deadline for submission of such to the Monitoring Officer.

17.3 Response

An answer may be given by the Portfolio Holder whom the question was

asked or by another Portfolio Holder as is considered appropriate.

An answer may take the form of:

17.3.1.1 a direct oral answer;

17.3.1.2 where the desired information is a publication of the Council or

other published work, a reference to that publication; or

17.3.1.3 where the reply cannot conveniently be given orally, a written

answer supplied later to the questioner.

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17.4 Supplementary Question

17.4.1 A Councillor asking a question under Rule 17.1 may ask one supplementary

question without notice of the Portfolio Holder of whom the first question was

asked. The supplemental question must arise directly out of the original

question or reply.

17.5 Limits to the Length of Questions and Responses

17.5.1 A questioner may only ask one direct question and one supplementary

question, in the case of a question from a Councillor and may not seek to

address the Executive meeting on any issues arising.

17.5.2 A Portfolio Holder giving an answer may speak for no longer than three

minutes in replying to that question (two minutes in respect of a supplemental

question/answer). If a Portfolio Holder believes that a longer answer is

necessary an oral summary will be given and a full reply shall be completed

in writing and sent to the questioner and included in the minutes of the

meeting. Every question shall be put and answered without discussion.

17.6 Invalid Questions

The Chair may, in consultation with the Monitoring Officer, rule out of order

questions which in his or her opinion:

17.6.1.1 would risk defamation of an individual or is frivolous or offensive;

or

17.6.1.2 do not relate to a matter for which the Executive has powers or

duties or which does not affect the London Borough of Harrow; or

17.6.1.3 would require the disclosure of confidential or exempt information;

or

17.6.1.4 is substantially the same as a question which has been put at any

meeting of the Executive in the last six months.

18. The Business of Meetings

18.1 At each meeting of the Executive, the following business will be conducted

where appropriate:

apologies

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the signing of the minutes of the last meeting by the Chair;

declarations of interest and any dispensations granted by the Monitoring

Officer following the direction given by the Standards Committee (if any); and

any declarations of a ‘conflict of interest’.

petitions and public questions (if any);

matters referred to the Executive (whether by the Overview and Scrutiny

Call-in sub-committee or by the Council) for reconsideration by the Executive

in accordance with the provisions contained in the Overview and Scrutiny

Procedure Rules or the Budget and Policy Framework Procedure Rules set

out in Part 4 of this Constitution.

consideration of reports from the Overview and Scrutiny Committee or

Scrutiny sub-committees;

consideration of proposals for the budget and policy framework, prior to

making decisions on them;

consideration of the Key Decision Schedule (KDS);

other matters set out in the agenda for the meeting, and which shall indicate

which are Key Decisions in accordance with the Access to Information

Procedure Rules set out in Part 4G of this Constitution.

Reports of statutory officers Matters referred to the Cabinet under Paragraph 22

19. Decisions to be taken only on a report

19.1 The Executive, Executive Committee or an individual Executive decision-

taker, may only take a decision upon consideration of a written report from

the relevant officer of the Council.

19.2 Reports from officers will follow a standard format including the following

statutory requirements:

Observations of the Chief Financial Officer

Observations of the Monitoring Officer

Details of background papers

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Reasons for Recommendation

Options Considered and Rejected

List of Background Papers which will be published on the website and made

available to the public

20. Executive Meetings

20.1 Who may speak

20.1.1 A Member of the Council who is not an Executive Member may only speak if

invited to do so by the Chair and with the agreement of the Executive.

20.2 Motions referred to the Executive or Portfolio Holder

20.2.1 A Member of the Council, who has proposed a motion which has been

referred to the Executive or to a Portfolio Holder, shall be given at least five

clear working days notice of the meeting at which the motion will be

considered by the Monitoring Officer. If the Member attends the meeting but

is not a Member of the Executive, and if invited to do so by the Chair and with

the agreement of the Executive he or she shall have an opportunity to explain

the motion to the Executive or Portfolio Holder.

21. Consultation

21.1 All reports to the Executive on draft proposals relating to the budget or policy

framework must contain details of consultation to be undertaken with

stakeholders and relevant Overview and Scrutiny Committee or Scrutiny sub-

committees. Final proposals must include details of the outcome of that

consultation.

21.2 Reports on other matters must set out the details and outcome of

consultation as appropriate to the matter under consideration.

22. Executive Agenda

22.1 The Leader or any Member of the Executive may require the Monitoring

Officer to ensure that an item is placed on the agenda of the next available

Executive meeting. The Monitoring Officer must comply with such a request.

22.2 The Monitoring Officer will ensure that an item is placed on the agenda of the

next available meeting of the Executive in accordance with the Access to

291


Information Procedure Rules if the Call-In sub-committee or if the full Council

has resolved that an item must be reconsidered by the Executive.

22.3 Any non-Executive Member of the Council may request the Leader to put an

item on the agenda of an Executive meeting for consideration. If the Leader

agrees, the item will be considered in accordance with the Access to

Information Procedure Rules at the next available meeting of the Executive.

The notice of the meeting will give the name of the Councillor who asked for

the item to be considered. This Councillor will be invited to attend the

meeting and may be invited to speak as set out in Rule 20 above.

22.4 The Monitoring Officer and Chief Financial Officer may include an item for

consideration on the agenda of an Executive meeting and/or may call or be

required to call a meeting in pursuance of their statutory duties. In other

circumstances, where both the Chief Financial Officer and the Monitoring

Officer are of the opinion that an Executive meeting needs to be called to

consider a matter that requires a decision, they may jointly include an item on

the agenda of an Executive meeting. If there is no meeting of the Executive

within an appropriate timescale to deal with the issue in question, then they

may also require that a meeting be convened at which the matter will be

considered.

23. Voting Procedure

23.1 The Executive will decide all matters before it on a collective basis except

where dissent is recorded by Members, by simple majority. The Chair will

have a casting vote.

23.2 Individual recorded vote and explanation for vote

If immediately before the vote is taken, any Member present at the meeting

requests that his or her vote be recorded as voting for or against or not

voting, it shall be so recorded in the minutes.

A recording of a vote or abstention in the minutes of the meeting shall be

made without explanation save that in cases where it is necessary for the

avoidance of ambiguity a brief note may be added at the Member’s request

explaining that Member’s reason for voting or not voting.

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23.3.1 If the Executive is required to make an appointment to a position and there

are more than two people nominated for that position and of the votes given

there is not a majority in favour of one person, the name of the person having

the least numbers of votes shall be disregarded and a fresh vote shall be

taken and so on until a majority of votes is given to one person.

24. Guillotine

24.1 Meetings of the Executive will commence at 7.30pm and close at 10.00pm,

except as determined under Rule 24.2 below.


24.3 24.2.1 A meeting of the Executive shall terminate in the manner set out in

Rule 24.3 below unless:

24.3.1.1 the business of the meeting has been completed before 10.00 pm;

or

24.3.1.2 by resolution passed before the closure time, the Executive

resolves to extend the meeting beyond that time, in one of the

following ways, which must be specified by resolution:


business remaining on the summons; or

(b) to determine a later time by when the meeting must close

and, if the business is not completed by that later time,

resolve that it be then put to the vote without debate or

deferred to another meeting, as appropriate.

24.2.2 For the avoidance of doubt, a meeting may use the provisions within

24.2.1.2(b) above more than once in any meeting, provided that the motion to

extend the closure time is moved before the time for the closure of the

meeting or before the end of the period by which the meeting has already

been extended.

24.2.3 In considering whether (a) and (b) above are expedient, the Executive will

have regard to not prejudicing third party rights or interests affected by the

remaining business on the agenda.

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At the time of closure the Chair will advise the Executive that the procedure

to terminate the meeting is to be applied;

Any speech commenced and then in progress shall be concluded;

The Chair will put any motion or recommendation then under consideration to

the vote without further discussion;

All remaining business before the Executive (inclusive of recommendations,

motions and amendments already moved) shall be put to the vote without

discussion or further amendment.

25. Key Decisions taken by Portfolio Holders

25.1 A Key Decision may not be taken by an individual Member of the Executive

unless either it has been delegated to an individual Member of the Executive

in accordance with Rule 11.2 or it is a Key Decision on an urgent matter and

is taken in accordance with Rule 3 of the Appendix to the Executive

Procedure Rules.

25.2 All Key Decisions to be taken by a Portfolio Holder will follow the Access to

Information Procedure Rules in Part 4G of this Constitution.

25.3 At each meeting, the following business will be conducted:

declarations of any dispensations granted by the Monitoring Officer following

the direction given by the Standards Committee and declarations of any

conflicts of interest;

petitions and public questions, if any;

matters referred to the Executive Member (whether by the Call-in Sub-

Committee or by the Council) for reconsideration in accordance with the

provisions contained in the Overview and Scrutiny Procedure Rule on the

Call-In Procedure;

consideration of reports from the Overview and Scrutiny Committee or

Scrutiny sub-committees;

consideration of items for decision as set out in the agenda for the meeting.

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25.4 Who may Speak

25.4.1 Any Member of the Council may attend a meeting of a Portfolio Holder but

may only speak if invited to do so by the Portfolio Holder.

26. Implementation of Executive Decisions

26.1 In order to allow for Call-In, no Executive decision can be implemented until

the expiry of five clear working days after the decision has been published,

unless the decision-taker resolves as part of the decision that its

implementation is urgent

when the provisions contained in the Overview and Scrutiny Procedure Rule

on the Call-In Procedure apply.




photographing or broadcasting of any part of any meeting of the Executive, or

of an Advisory Panel, Consultative Forum, Sub-panel or Sub-forum unless

the person presiding at the meeting, in consultation with the other Members

of the Executive or Members of the Advisory Panel, Consultative Forum,

Sub-panel or Sub-forum present at the meeting, gives express permission.





Executive, or Portfolio Holder or an Advisory Panel or Consultative Forum of

the Executive which are marked Exempt under Schedule 12A of the Local

Government Act 1972, or Confidential must be treated as such by all

Members. Members of the public will not have access to these papers and

discussions. Confidential or exempt items will be marked as such and the

relevant part of Schedule 12A will be specified on the document.

Confidential and/or exempt items will be discussed in ‘Part II’ of the meeting

following a resolution to exclude the press and public.

Executive Meetings and Key Decisions taken by the Leader (PHD Meeting)

shall be subject to paragraph. 5 (Part 2) of the Local Authorities (Executive

295


Arrangements) (Meetings and Access to Information) (England) Regulations

2012. The Access to Information Procedure Rules set out the requirements

for advance notice of any private meeting.

28.2 Minutes of the Executive, Advisory Panels, Consultative Forums, Sub

Panels and Sub-Forums

28.4.1 Minutes of the Executive, Advisory Panels and Consultative Forums, Sub

Panels and Sub Forums shall be published on the Council’s intranet and

website.

28.3 Production of Decision Notices and Minutes for Cabinet Meetings

28.5.1 A Decision Notice will normally be published on the Council’s website on the

day immediately following the Cabinet Meeting thereby setting/invoking the

Call-in period. Minutes of the Cabinet and other Executive Meetings will

normally be published within five clear working days of the meeting.

28.5.2 Minutes of the Advisory Panels, Consultative Forums, Sub-Panels and Sub-

Forums will normally be published within five clear working days of the

meeting.




provided.



with the Access to Information Procedure Rules in Part 4G of this

Constitution or under Rule 33 (Disturbance by the Public) below.



When the Chair speaks during a debate, any Member of the Executive or

Member of the Panel, Forum, Sub-Panel or Sub-Forum speaking at the time

must stop speaking. The meeting must be silent.

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31.2.1 If any Member present persistently disregards the ruling of the Chair by

behaving improperly or offensively or deliberately obstructs business, the

Chair may move that the Member of the Executive or Member of the Panel,

Forum, Sub-panel or Sub-forum be not heard further during the consideration

of that item of business. If seconded, the motion will be voted on without

discussion.

31.3 Member to leave the meeting

31.3.1 If the Member of the Executive or Member of the Panel, Forum, Sub-panel or

Sub-forum continues to behave improperly after such a motion is carried, the

Chair may move that either the Member of the Executive or Member of the

Panel, Forum, Sub-panel or Sub-forum leave the meeting or that the meeting

is adjourned for a specified period. If seconded, the motion will be voted on

without discussion.

31.4 General disturbance

31.4.1 If there is a general disturbance, making business impossible, the Chair may

adjourn the meeting for as long as he/she thinks necessary.

32. Disturbance by Public


32.1.1 If a member of the public interrupts proceedings, the Chair will warn the

person concerned. If they continue to interrupt, the Chair will order their

removal from the meeting room. (See also 31.1 above)


32.2.1 If there is a general disturbance in any part of the meeting room open to the

public, the Chair may call for that part to be cleared.

32.3 Adjournment

Following an order by the Chair for one or more members of the public to

leave the meeting room, if he/she deems it necessary in the interests of

public safety and for the safety of Members and officers present, the Chair

may adjourn the meeting for as long as he/she thinks necessary.

297


If it is considered expedient so to do, the Chair with the agreement of the

Members present may adjourn the meeting for such duration as is

considered appropriate.

33. Suspension and Amendment of Executive Procedure and Advisory

Panel and Consultative Forum Procedure Rules

33.1 Suspension

All of these Executive Rules of Procedure except Rules 28 (Confidential

Business), 30 (Record of Attendance), 31 (Exclusion of the Public) 34

(Suspension and Amendment of Executive Procedure Rules) and (38.4

(Reserving) may be suspended by motion with or without notice if at least

one half of all Members of the Executive, a Committee or Sub-committee (or

the Advisory Panel or Consultative Forum or Sub-panel or Sub-forum are

present and where such motion is carried by a majority of those present.

Suspension may be for one or more items of business during the course of

the meeting when the suspension is agreed but may not extend beyond that

meeting.

33.2 Amendment

33.2.1 Executive Procedure Rules and Advisory Panel and Consultative Forum

Procedure Rules may only be changed by the Council.


34.1 The Chair’s ruling on the interpretation or application of any of the Executive


34.2 The Chair’s ruling on the interpretation or application of any of the procedure

rules relating to an Advisory Panel and Consultative Forum is final.

35. Additional Rules for the Advisory Panels and Consultative Forums of

the Executive

35.1 Rules 36 to 53 are specific rules applicable to the Advisory Panels and

Consultative Forums established by the Executive. They apply to all

Advisory Panels and Consultative Forums unless the Executive approves

otherwise.

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36. Establishment of Advisory Panels and Consultative Forums

36.1 The Executive, at its first meeting after Annual Council will:

decide which Advisory Panels (‘Panels’) and Consultative Forums (‘Forums’)

to establish for the Municipal Year;

decide the size and terms of reference of those Panels and Forums;

decide the allocation of seats (and reserves) to Councillors of each political

group in accordance with the rules on political proportionality;

appoint a Chair for each Advisory Panel and Consultative Forum for the

Municipal Year.

36.2 Advisory Panels and Consultative Forums may be appointed by the

Executive to assist the Executive by making recommendations on any

matters within their terms of reference.

36.3 Advisory Panels and Consultative Forums are not Executive meetings as

defined in Rule 2.3 above and may not be given delegated powers in relation

to any Executive function of the Authority.

36.4 The membership of an Advisory Panel or Consultative Forum may include

both Executive and non-Executive Members. The Executive may also

appoint non-voting co-opted members to the Advisory Panels and

Consultative Forums and they may appoint advisers to assist the work of the

Panel or Forum either generally or on specific matters. Advisers will be

subject to the Protocol on Co-optees and Advisers and to any other rights or

restrictions agreed by the Panel or Forum.

36.5 The allocation of seats between political groups on the Advisory Panels and

Consultative Forums shall be determined according to the rules on political

proportionality.

36.6 Advisory Panels shall conduct their business in accordance with these Rules

unless the Executive approves otherwise.

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37. Appointment of Reserves to Advisory Panels and Consultative Forums

37.1 Allocation

37.1.1 The Executive will allocate Councillors to Panels and Forums and will allocate

seats in the same manner for reserve Councillors.

37.1.2 Non-Councillor members and reserves for non-councillor members will be

appointed by the Executive in the manner agreed by the Panel or Forum

concerned

37.2 Number

37.2.1 For each Panel and Forum, the Executive will normally appoint the same

number of reserves in respect of each political group as that group holds

ordinary seats on that Panel or Forum. A group that has an entitlement to

less than three Members may however appoint three reserve Members for

the Panel or Forum.

37.3 Powers and Duties

37.3.1 Reserve Members will have all the powers and duties of any ordinary

Member of the Panel or Forum but will not be able to exercise any special

powers or duties exercisable by the person for whom they are reserving. The

attendance of a Reserve Member shall preclude the attendance of the

ordinary Member for whom they are substituting.

37.4 Reserving

Reserve Members may attend meetings in that capacity only:

37.4.1.1 to take the place of an ordinary Member for whom they are a

reserve;

37.4.1.2 where the ordinary Member will be absent for the whole of the

meeting;

37.4.1.3 where the meeting notes at the start of the meeting at the item

‘Reserves’ that the Reserve Member is or will be attending as a

reserve; and

37.4.1.4 if a Reserve Member whose intention to attend has been noted

arrives after the commencement of the meeting, then that

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Reserve Member can only act as a Member from the start of the

next item of business on the agenda after his/her arrival.

For the purposes of section 38.4.1.2 only, a meeting adjourned to another

day shall be treated as a new meeting.

38. Appointment of Sub-Panels and Forums

38.1 Advisory Panels and Consultative Forums may establish Sub-Panels and

Sub-Forums with such terms of reference and delegated powers, as they

consider necessary for the proper discharge of the functions of the Panel or

Forum.

38.2 Advisory Panels and Consultative Forums may appoint ordinary and reserve

Members to Sub-Panels and Sub-Forums in accordance with the rules on

political proportionality. Advisory Panels and Consultative Forums may also

appoint non-voting co-opted members to Sub-Panels and Sub-Forums.

39. Attendance of Members at Advisory Panels and Consultative Forums -


39.1.1 Any Member of the Council may attend meetings of Panels, Forums, Sub-

Panels or Sub-Forums. Subject to 40.2 below, Members who are not ordinary

Members or attending reserve Members of the Panel, Forum, Sub-panel or

Sub-forum may not speak at meetings unless the Panel, Forum, Sub-panel

or Sub-forum agrees that they may speak, or, the Councillor has been invited

to the Panel, Forum, Sub-panel or Sub-forum to speak.

39.2 Motions referred to Advisory Panels or Consultative Forums

39.2.1 A Member of the Council, who has proposed a motion which has been

referred to a Panel, Forum, Sub-panel or Sub-forum shall be given at least

three clear working days notice by the Monitoring Officer of the meeting at

which the motion will be. If the Member attends the meeting but is not a

Member of the Panel, Forum, Sub-panel or Sub-forum and if invited to do so

by the Chair and with the agreement of the Panel, Forum, Sub-panel or Sub-

forum he or she shall have an opportunity to explain the motion to the Panel,

Forum, Sub-panel or Sub-forum.

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40. Chairing Advisory Panels and Consultative Forums

40.1 Election of a Chair

40.1.1 If the Executive fails to appoint a Chair for any Panel or Forum then that

Panel or Forum shall appoint a Chair as the first item of business after the

notification of Reserve Members at its first meeting following the first meeting

of Executive after Annual Council. The Panel or Forum will appoint a Vice

Chair.

40.2 Election of Chair of Sub-Panels or Forums

40.2.1 Where any Advisory Panel or Consultative Forum establishes a Sub-panel or

Sub-forum the Panel or Forum shall appoint the Chair of the Sub-panel or

Sub-forum. If a Panel or Forum fails to appoint a Chair to a Sub-panel or

Sub-forum then the Sub-panel or Sub-forum shall appoint a Chair as the first

item of business at their first meeting after the notification of Reserve

Members.

40.2.2 The Panel, Forum, Sub-panel or Sub-forum shall appoint a Vice Chair at its

first meeting following the Annual Council.

40.3 Absence of Chair at Meetings


40.3.2 If after 15 minutes from the identified start time of the Panel, Forum, Sub-

panel or Sub-forum neither the Chair or Vice-Chair are present then the

meeting shall elect a Chair for that meeting as its first order of business after

the notification of Reserve Members.

40.3.3 Where the Chair and Vice-Chair have both submitted apologies in advance of

the meeting to the Monitoring Officer then, without the delay mentioned in

paragraph 41.3.2, the first order of business after the notification of Reserve

Members shall be to elect a Chair for the meeting.



the Access to Information Procedure Rules in Part 4G of the Constitution

have been complied with to permit the consideration of late items of

business; or

302


a Member of the Panel, Forum Sub-panel or Sub-forum or any Statutory

Officer has requested that an item is placed on the agenda for the meeting at

any time before the start of the meeting and the Panel or Forum agrees to

the item being included on the grounds of urgency. The grounds of urgency

and the circumstances giving rise to the request must be recorded in the


41.2 Late Reports

If there is a request to add an agenda item to an agenda after the statutory

deadline for publication, that item may only be considered if the Chair agrees,

subject to consultation with nominated members (if reasonably practicable),

by virtue of the special circumstances set out either in the report or on the

supplemental agenda, that the item should be considered as a matter of

urgency and subject to the Committee agreeing to consider that item of

business. The grounds of urgency and the circumstances giving rise to the

request must be recorded in the minutes of the meeting.

In the case of meetings of Advisory Panels/Consultative Forums, Sub-Panels

and Sub-Forums it shall be the responsibility of the Panel/Forum or Sub-

panel/forum to decide, at the start of the meeting, whether an item should be

considered as a matter of urgency


42.1 Meetings of Panels, Forums, Sub-Panels and Sub-Forums shall take place at

the Civic Centre at 7.30 pm, or such time as stated on the agenda for the

meeting. Following consultation with the nominated Members of each of the

political groups and any other individuals or groups which he or she

considers appropriate and compliance with the Access to Information

Procedure Rules in Part 4G of the Constitution, the Chair shall have the

power to alter the venue, day and time if he/she believes it to be appropriate

for the conduct of the business of the Panel or Forum.

42.2 For those Sub-Panels or Sub-Forums not having scheduled meetings, the

date, time and place of meetings will be set by the Monitoring Officer after

consultation with the Chair and nominated Member(s) of the Sub-Panel or

Sub-forum.

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any Panel, Forum Sub-panel or Sub-forum both before and after the agenda

for the meeting has been issued subject to consultation with the Chair and

Nominated Member(s)


44.1 Calling Special Meetings

Those listed below may request the Monitoring Officer to call Panel or Forum

(sub-panel/sub-forum) meetings in addition to scheduled meetings:

44.1.1.1 the Panel, Forum, Sub-panel or Sub-forum by resolution;

44.1.1.2 the Chair of the Panel, Forum, Sub-panel or Sub-forum;

44.1.1.3 at least one-third of the Members of the Panel, Forum, Sub-

panel or Sub-forum, if they have signed a requisition presented

to the Chair of the Panel, Forum, Sub-panel or Sub-forum and

he/she has refused to call a meeting or has failed to call a

meeting within five clear working days of the presentation of the

requisition;

44.2 Business

Business at special meetings of Panels, Forums, Sub-Panels and Sub-

Forums shall be restricted to:

44.2.1.1 the election of a person to preside if the Chair or Vice Chair is

absent;

44.2.1.2 any item of business specified by the Panel, Forum, Sub-panel

or Sub-forum or Chair when calling the meeting;

44.2.1.3 any deputations relating to items of business on the agenda

which the Chair agrees to hear.


The Monitoring Officer will give notice to the public of the time and place of


304



a meeting, the Monitoring Officer will send an agenda by post to every

Member of the Panel Forum, Sub-panel or Sub-forum or leave it at their

usual place of residence. The agenda will give the date, time and place of

the meeting and specify the business to be transacted, and be accompanied

by all relevant reports.

46. Quorum

46.1 Subject to 47.2, 47.3, the quorum of a meeting will be at least one quarter or

a minimum of three (whichever is the greater) of the whole number of Council

Members of the Panel, Forum, Sub-panel or Sub-forum.

46.2 The Education Strategy Consultative Forum, Employees’ Consultative

Forum and Tenants’, Leaseholders’, and Residents’ Consultative Forum all

include non-Councillor members. The quorum of these bodies shall be one

quarter (or a minimum of 3) of the whole number of Councillors and one

quarter (minimum of 3) of the whole number of non-councillor members of

the Forum.

46.3 If, after 15 minutes from the advertised start time of the meeting, or such

other longer period as the Chair may decide, a quorum is not present, the

meeting will not take place. The Chair may announce the time and date that

the meeting will be convened.





next ordinary meeting of the Panel, Forum, Sub-panel or Sub-forum.



Meetings of Panels, Forums, Sub-Panels and Sub-Forums will commence at

7.30 pm, or such other time as stated on the agenda, and close at 10.00 pm,

except as determined under Rule 48.2.

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Meetings of Panels, Forums, Sub-Panels and Sub-Forums shall terminate in

the manner set out in Rule 48.3 unless:


10.00 pm; or

47.2.1.2 by resolution passed before the closure time, the Panel, Forum,

Sub-panel or Sub-forum resolves to extend the meeting beyond

that time, in one of the following ways, which must be specified

by resolution:


business remaining on the agenda; or

(b) to determine a later time by when the meeting must close

and, if the business is not completed by that later time,

resolve that it be then put to the vote without debate or

deferred to another meeting, as appropriate.

47.2.2 For the avoidance of doubt, a meeting may use the provisions within 48.2.1.2

(b) more than once in any meeting, provided that the motion to extend the

closure time is moved before the time for the closure of the meeting or

before the end of the period by which the meeting has already been

extended.

47.2.3 In considering whether (a) or (b) above are expedient, the Panel, Forum,

Sub-panel or Sub-forum must have regard to not prejudicing third party

rights or interests affected by the remaining business on the agenda.


At the time of closure the Chair will advise the Panel, Forum, Sub-panel or

Sub-forum that the procedure to terminate the meeting is to be applied.

Any speech commenced and then in progress shall be concluded.

The Chair will put any motion or recommendation then under consideration to

the vote without further discussion.

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All remaining business before the Panel, Forum, Sub-panel or Sub-forum,

including recommendations, and amendments that have already been

moved, shall be put to the vote without discussion or further amendment.

48. Petitions


Petitions relating to a function within the terms of reference of a Panel,

Forum, Sub-Panel or Sub-forum shall be presented to the appropriate

meeting of the Panel, Forum, Sub-Panel or Sub-forum. If the petitioners

request that the petition be presented at a meeting this can be done in the

following ways:

48.1.1.1 a representative of the petitioners may attend, at the time stated

for the start of the meeting, and request to read the petition to

the meeting;

48.1.1.2 the petitioners may approach a Councillor and ask the Councillor

to read the petition on their behalf;

48.1.1.3 the petitioners may send the petition to the Monitoring Officer

who will arrange for the Chair to read the petition.

The person presenting the petition may only read the terms of the petition

and may not make any further comments. That person will have one minute

to read the terms of the petition unless the Chair determines that this time

limit should be extended or reduced.


Save as is mentioned in paragraph 49.1.1.3 above there is no need for any

advance notice to be given of the wish to present a petition to a Panel,

Forum, Sub-panel or Sub-forum but if seven clear working days notice is

given to the Monitoring Officer a note of the petition will appear on the

agenda for the meeting.

49. Deputations

49.1 Any Panel, Forum, Sub-panel or Sub-forum may receive a deputation on any

matter appearing on the relevant agenda.

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49.2 Requests to receive a deputation must be in writing and signed by at least 10

residents or representatives of local organisations or businesses in Harrow.

The signatories must clearly state their names and addresses/qualifying

business address. The request must explain why a deputation is required.

49.3 The request must be given to the Monitoring Officer at least two clear

working days before the day of the meeting, although this requirement can be

waived by the Panel, Forum Sub-panel or Sub-forum on the grounds of

urgency.


The people nominated to speak should also be signatories to the original


the speeches from the deputations must not exceed 10 minutes

49.5 The time allowed for questioning of the deputation by Members will be 10

minutes




49.7 Subject to 50.8 below, Panels, Forums, Sub-Panels or Sub-Forums shall

receive no more than two deputations per meeting.

49.8 The Traffic Advisory Panel may hear more than two deputations provided

they relate to agenda items on the relevant agenda.

49.9 No deputation shall be received by a Panel, Forum, Sub-panel or Sub-forum

within 6 months after a deputation has appeared before it on the same or a

similar subject.

49.10 Members of the Council, co-optees and advisers shall not be signatories to,

lead or form part of any deputation.



Council.

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50.1 General

50.1.1 Members of the public may question Chairs of Panels, Forums, Sub-Panels

and Sub-Forums at meetings. Questioners will not be allowed to address the

Panel, Forum, Sub-panel or Sub-forum generally on a matter, they may only

ask questions relating to matters within the terms of reference of the Panel,

Forum, Sub-panel or Sub-forum. Questions relating to individual cases

and/or matters relating to staffing and conditions of service will not be

permitted.


50.2.1 There will be a total limit of 15 minutes for the asking and answering of public

questions. Once this time limit has been reached, no further questions can

be asked but a questioner can complete a question or a supplemental

question and the respondent can complete a reply. Unless the Chair permits

otherwise, a reply to a question shall not exceed three minutes. If the

Member of the Panel, Forum, Sub-panel or Sub-forum answering believes

that a longer response is necessary, an oral summary will be given and a full

reply shall be completed in writing.

50.3 Order and notice of questions

50.3.1 Questions will be asked in the order notice of them was received, except that

the Chair may group together similar questions.

50.3.2 A question may only be asked if notice has been given in writing, by fax or by

electronic mail to the Monitoring Officer at Democratic Services, Harrow

Council, Civic Centre, PO Box 2, Harrow, HA1 2UH or 020 8424 1557 or

[email protected] no later than 3.00pm two clear working days

before the day of the meeting. Each question must be emailed from the

questioner’s email address, give the name and address of the questioner and

name of the Member or Chair of the Panel, Forum, Sub-panel or Sub-forum

to whom it is to be put.

50.3.3 The Member of the Panel, Forum, Sub-panel or Sub-forum to whom any

0question is put may arrange for another Member of the Panel, Forum, Sub-

panel or Sub-forum to answer on his or her behalf.

309


50.3.4 The Council takes no responsibility for questions which are sent and fail to

reach the correct e-mail address, postal address or fax number.

50.4 Number of questions




a supplemental question if it falls within any of the categories in Rule 51.5

below.


The Monitoring Officer may reject a question if it:

50.5.1.1 would risk defamation of an individual or is defamatory, frivolous

or offensive; or

50.5.1.2 does not relate to a matter to which the Council has powers or

duties; or

50.5.1.3 does not relate to a matter which affects the London Borough of

Harrow; or


information; or

50.5.1.5 is substantially the same as a question which has been put at

any meeting of the same Panel, Forum Sub-panel or Sub-forum

in the last six months; or

50.5.1.6 is within the invalid categories referred to at 51.1 above.


50.6.1 The Monitoring Officer will send a copy of the written question to the Member

of the Panel, Forum, Sub-panel or Sub-forum to whom it is to be put. If a

question is rejected, reasons for rejection will be given to the questioner by

the Monitoring Officer.

50.6.2 Copies of all valid questions will be circulated to all Members of the Panel,

Forum, Sub-panel or Sub-forum and made available to the public at the

meeting.

310



The Chair will invite the questioner to put the question and will respond to

the question unless another Member of the Panel, Forum, Sub-panel or Sub-

forum has been nominated to answer on his or her behalf.

If a questioner, who has submitted a written question, is unable to be

present, they may ask the Chair to put the question on their behalf.

The Chair may either:



50.7.1.3 decide, in the absence of the questioner, that the question will

not be dealt with.


50.8.1 Any written question, which cannot be dealt with during public question time

because of lack of time, will be dealt with by written answer. A copy of any

written answer shall be given to the Monitoring Officer who will send it to the

questioner and all Members of the relevant Panel, Forum, Sub-panel or Sub-

forum.


50.9.1 Unless the Chair decides otherwise, no discussion will take place on any

question, but any Member of a Panel, Forum, Sub-panel or Sub-forum may

propose that a matter raised by a question be referred to the Executive,

Advisory Panel, Portfolio Holder or other appropriate Committee, sub-

committee or panel. Such a proposal will be voted on without discussion.

51. Voting

51.1 Majority

51.1.1 Subject to Rule 52.2, unless required by Statute or this Constitution provides

otherwise, any matter will be decided by a simple majority of those Members

voting and seated in the room at the time the question was put. Voting shall

be by a show of hands.

311


51.2 Special cases

51.2.1 The Education Strategy Consultative Forum, the Employees’ Consultative

Forum and Tenants’, Leaseholders’ and Residents’ Consultative Forum all

include non-councillors. Voting on any matter shall be by simple majority of

those entitled to vote on the item on these Forums, except that no

recommendation or reference may be made to the Executive or another

Committee or a Portfolio Holder unless it is agreed by a majority of the

elected Councillors on the Forum.


51.3.1 If there is an equal number of votes for and against, the Chair will have a

second or casting vote. There will be no restriction on how the Chair



If, immediately before the vote is taken, any Member present at the meeting

requests that his or her vote be recorded as voting for or against or not

voting, it shall be so recorded in the minutes.

A recording of a vote or abstention in the minutes of the meeting shall be

made without explanation save that in cases where it is necessary for the

avoidance of ambiguity a brief note may be added at the Member’s request

explaining that Member’s reason for voting or not voting.


51.5.1 If immediately before an ordinary vote is taken three Members present at the

meeting demand it, the names for and against the motion or amendment or

abstaining from voting will be taken down in writing and entered into the

minutes.


51.6.1 If there are more than two people nominated for any position to be filled by a

Advisory Panel, Consultative Forum, Sub-panel or Sub-forum and of the

votes given there is not a majority in favour of one person, the name of the

person having the least numbers of votes shall be disregarded and a fresh

vote shall be taken and so on until a majority of votes is given to one person.

312


52. Nominated Members

52.1 Each group(s) shall nominate from amongst their Members on Advisory

Panels and Consultative Forums, a Member to be consulted by Chief Officers

in the exercise of delegated powers relating to the urgency procedure. (The

Urgency Procedure is set out in Part 4 of the Constitution). Nominated

members must be full Advisory Panel or Consultative Forum concerned.

313


Appendix to Executive Procedure Rules

Delegated Powers of Portfolio Holders

1. Key decisions

A Key Decision may not be taken by an individual Member of the

Executive unless either it has been delegated to an individual Member

of the Executive in accordance with Rule 11.2 or it is a Key Decision on

an urgent matter and is taken in accordance with Rule 3 of this

Appendix.

2. Decision taking by individual Portfolio Holders

Where a non-key decision is to be made, individual Portfolio Holders

may take those decisions in the following circumstances:

(i) Matters the subject of an agreed framework, set by the

Executive

Where the Executive has already set a clear framework for a set of

decisions, the Portfolio Holder may take that framework forward into

implementation.

(ii) Matters the Subject of Recommendations

Where matters have been fully considered by an Advisory Panel or by a

Consultative Forum and the Panel or Forum have made

recommendations to the Executive, the relevant Portfolio Holder may

consider the recommendations and take the decision on behalf of the

Authority.

This general power is subject to the following conditions:

• A Portfolio Holder shall not take a decision in respect of any matter

that is stated in the terms of reference and delegated duties of the

Executive (as set out in Part 3 of the Constitution) to be the

responsibility of the Executive as a whole. All such decisions must

be taken at a full meeting of the Executive.

314


• Full consideration being given by the Portfolio Holder to all reports

made to the Advisory Panel or Forum and to the minutes, reasons

given and options rejected.

• Consideration being given by the Portfolio Holder of the need for

further consultation or information before taking the decision.

• The decision of the Portfolio Holder being taken and recorded in full

compliance with the Procedural Rules of the Council and the

minutes or records of all decisions being published within two clear

working days of receipt from the PH of the decision and published

on the Council’s website with electronic notification given and no

hard copies circulated.

• Where a Portfolio Holder is considering taking a decision, which

differs from the recommendation of the Advisory Panel or

Consultative Forum, the matter must be referred to the Executive for

decision.

(iii) Other Matters Portfolio Holders may also take decisions, which have not been the

subject of a recommendation from an Advisory Panel or Consultative

Forum (i.e. on a report from an officer of the Council).

This power is subject to:

• The same conditions as in 2(ii) above; and

• Where the matter is controversial, or potentially controversial, the

Portfolio Holder should refer the matter to the full Executive for

decision.

NB The fact that a Portfolio Holder, having considered these rules and

guidance, decides to take a decision does not render that decision

invalid or improperly taken if the matter is later shown to be the subject

of disagreement amongst the Members of the Executive.

315


(iv) Urgent matters (non-key decisions)

Portfolio Holders may take non-key urgent decisions within their terms

of reference, provided the conditions in 2(ii) above are satisfied.

It should be noted that where a decision is deemed to be urgent, and

where Procedure Rule 16 of the Access to Information Rules has been

followed, that decision will not be subject to the call-in procedure Rules

provided the Chair of Overview and Scrutiny Committee agrees.

3. Urgent Matters where the Portfolio Holder is not empowered to act

(Key Decisions)

When an urgent decision needs to be taken in circumstances where to

wait until the next scheduled meeting of the Executive would be

prejudicial to the best interests of the Council, and where a Portfolio

Holder is not empowered to act under paragraph (iv) above then:

• The Leader, (or in his/her absence, the Deputy Leader) may, after

consultation with the relevant Portfolio Holder, take the decision.

• Before taking the decision, the Leader (or Deputy Leader) must first

consider whether the importance of the matter warrants the calling

of a special meeting of the Executive.

• The decision must be taken in a way that fully complies with the

Procedural Rules of the Council and in particular, if relevant, with

the rules relating to “key decisions”.

• A copy of the minutes of the decision must be published within two

clear working days of the decision and published on the Council’s

website with electronic notification given and no hard copies

circulated.

It should be noted that where a decision is deemed to be urgent, and

where Procedure Rule 16 of the Access to Information Procedure Rules

has been followed, that decision will not be subject to the call-in

procedure provided the Chair of Overview and Scrutiny Committee

agrees.

316


4. Temporary Arrangements In the absence of the Leader, the Deputy Leader may undertake the

responsibilities and exercise the delegated powers of the Leader, to the

extent permitted by the Constitution.

In the absence of a Portfolio Holder the Leader may undertake the

responsibilities and exercise the delegated powers of that Portfolio

Holder.

If a Portfolio Holder is absent for a continuing period, the Leader may,

on a temporary basis, allocate the responsibilities and delegated

powers of that Portfolio Holder to one or more other Portfolio Holders.

If the Leader makes such an allocation (s)he must at the time notify all

Members of Council of the temporary transfer of responsibilities and

power and of the likely period of such arrangements.

None of the delegated powers in Paragraphs 1 to 4 above

authorise the taking of a decision, which either by law or by the

operation of the Procedural Rules of the Council is required to be

taken at a full meeting of Council.

317

318



Access to Information Procedure Rules

G. Access to Information Procedure Rules

Rule Page No.

1. Scope 4G – 1

2. Additional Rights to Information 4G – 1

3. Rights to Attend Meetings 4G – 1

4. Notice of Meetings 4G – 1

5. Access to Agenda and Reports Before the Meeting 4G – 2

6. Late Reports 4G – 2

7. Supply of Copies of Agenda and Reports 4G – 2

8. Access to Minutes and Committee Documents after the Meeting

4G – 3

9. Background Papers 4G – 3

10. Summary of the Public’s Rights 4G – 3

11. Exclusion of the Public to Meetings 4G – 4

12. Excluding Public Access to Reports 4G – 7

13. Procedure before taking Key Decisions 4G – 7

14. The Forward Plan 4G – 7

15. General Exception 4G – 9

16. Special Urgency 4G – 9

17. Requirement for a Report to be made to Council 4G – 10

18. Record of Decisions 4G – 11

19. Key Decisions taken by Individual Members of the Executive or by Officers

4G – 11

20. Record of Individual Decisions 4G – 11

319



21. Inspection of Documents and Background Papers 4G – 11

22. Overview and Scrutiny Committee Access to Documents

4G – 12

320



4G - 1

ACCESS TO INFORMATION PROCEDURE RULES 1. Scope Derivation - These Rules implement the requirements of Sections 100A to K and

Schedule 12 of the Local Government Act 1972, Sections 9G and 9 GA of the Local Government Act 2000, and the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012

Rules 1 -12 apply to all meetings of:

The Governance, Audit and Risk Management Committee

The Council

The Planning Committee

The Licensing and General Purposes Committee

The Overview and Scrutiny Committee

The Standards Committee

Any Consultative Committees established under section 102(4) of the

Local Government Act 1972 & The Local Authorities (Executive

Arrangements) (Meetings and Access to Information) (England)

Regulations 2012

Any sub-committees or panels of the above Committees

Any Area-Based Forums or Committees

Meetings of the Executive including the Cabinet, Executive (Cabinet)

Committees, Consultative Forums and any Cabinet Advisory Panels1

Other Statutory Committees

together referred to in these Rules as “meetings”.

Rules 13 - 21 apply only to meetings of the Executive, Executive Committees

and executive decisions taken by individual Members of the Executive or by

officers but do not apply to meetings of Consultative Forums or Advisory

Panels.

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4G - 2

2. Additional Rights to Information

These Rules do not affect any more specific rights to information contained

elsewhere in the Constitution or the law.

3. Rights to Attend Meetings

Members of the public and representatives of the Press may attend all

meetings subject only to the exceptions in these Rules. Members of the

public and representatives of the Press may also attend when an individual

Member of the Executive is determining a matter that is a Key Decision (see

Rule 19.3).

4. Notice of Meetings

The Council will give at least five clear working days’ notice of any meeting

by posting details of the meeting at the Civic Centre, Station Road, Harrow.

A similar notice will be given of when an individual Member of the Executive

is to take a Key Decision. Key Decision can only be taken by the Leader

except where the Executive has delegated the decision to an individual

Portfolio Holder.

At least 28 clear calendar days before a Key Decision is made, a Key

Decision Schedule must be available for inspection by the public – at the

offices of the Council and on the Council’s website.

At least 28 clear calendar days before a private executive meeting, the

Council must make available at the Council’s Civic Centre, a notice of its

intention to hold the meeting in private and published on the Council’s

website. This notice will be included in the Key Decision Schedule and will

apply to both Key and Non-Key Decisions to be taken.

At least 5 clear days before a private meeting, the Council must make

available at the Council’s Civic Centre, a further notice of its intention to hold

the meeting in private and publish the notice on the Council’s website. This

notice must include: a statement of the reasons for the meeting to be held in

private; details of any representations received by the Council about why the

meeting should be open to the public and a statement of its response to any

such representations.

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4G - 3

5. Access to Agenda and Reports Before the Meeting

5.1 The Council will make copies of those agenda and reports which are

open to the public available for inspection at the Civic Centre, and on

the Council’s website, at least five clear working days before the

meeting.

5.2 Where the meeting is convened at shorter notice than set out in

Rule 4, copies of the agenda and reports shall be open to inspection

from the time the meeting is convened.

5.3 Where an item is added to an agenda, copies of which are open to

inspection by the public, copies of any report for the meeting relating

to the item shall be available from the time the item is added to the

agenda. Nothing in this Rule requires copies of any agenda item or

report to be open to inspection by the public until copies are available

to Councillors. Copies of agendas must be made available at the

meeting.

6. Late Reports

If there is a requirement to add an agenda item to an agenda after the

statutory deadline for publication, that item may only be considered if the

Chair agrees by virtue of the special circumstances set out either in the

report or on the supplemental agenda, that the item should be considered as

a matter of urgency and specified in the minutes of the meeting. If the report

involves a Key Decision please also see paragraph 16 of these Rules.

For meetings of Advisory Panels/Consultative Forums, the Panel/Forum

rather than the Chair shall decide at the start of the meeting whether an item

should be considered as a matter of urgency.

This Rule does not apply to the Meetings of the full Council where Council

Procedure Rule 7 applies.

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4G - 4

Where a report is prepared after the agenda has been sent out the Director

of Legal & Governance Services shall make the report available to the public

as soon as the report is completed and sent to Councillors.

7. Supply of Copies of Agenda and Reports

The Council will supply copies of and make these available on the Council’s

website:

(a) any agenda and reports which are open to public inspection;

(b) any further statements or particulars necessary to indicate the nature

of the items on the agenda;

(c) any other documents supplied to Councillors in connection with an

item, if the Director of Legal & Governance Services considers it

appropriate and practical to any person on payment of a charge for

postage and any other costs;

(d) in terms of the Executive and where a Key decision is to be taken by

the Leader or an individual Members where this has been delegated

to him/her by the Executive, when a copy of the report for a meeting is

made available for inspection by members of the public, at the same

time – a copy of a list compiled by the Proper Officer of the

background papers to the report, must be included in the report and at

least the title of each of the documents included in that list and a copy

of the document to be made available on the Council’s website.

8. Access to Minutes and Committee Documents after the Meeting

The Council will make available copies of the following for six years after a

meeting:

(a) the minutes of meetings (or the record of all decisions taken at a

meeting, together with the reasons, for all meetings of the Executive),

excluding any part of the minutes of proceedings when the meeting

324



4G - 5

was not open to the public and which disclose exempt or confidential

information;

(b) a summary of any proceedings not open to the public when the

minutes open to inspection do not provide a reasonably clear and

coherent record;

(c) the agenda for the meeting; and

(d) reports relating to items when the meeting was open to the public.

9. Background Papers

9.1. List of Background Papers

The Chief Officer responsible for the drafting of a report (or in the case

of joint reports, the first named Chief Officer) shall set out in the report

a list of those documents (called the background papers) relating to

the subject matter of the report which in his/her opinion:

(i) disclose any facts or matters on which the report or an

important part of the report is based; and

(ii) which have been relied on to a material extent in preparing the

report

but will not include in such list published works or those which

disclose exempt or confidential information (as defined in Rule 11)

and in respect of reports to a meeting of the Executive, any advice

given by a political advisor.

9.2. Public Inspection of Background Papers

The Council will make available for public inspection for at least four

years after the date of the meeting a copy of each of the documents

on the list of background papers. In the case of the Executive, the

background papers will also be available on the Council’s website.

.

325



4G - 6

10. Summary of the Public’s Rights

A written summary of the public’s rights to attend meetings and to inspect

and copy documents is included in Article 3 of this Constitution.

11. Exclusion of Access by the Public and Press to Meetings

11.1 Confidential Information – requirement to exclude the public

from a meeting

The public and press must be excluded from meetings whenever it is

likely, in view of the nature of the business to be transacted or the

nature of the proceedings, that confidential information would be

disclosed.

11.2 Exempt Information – discretion to exclude the public and press

from a meeting

The public and press may be excluded from meetings whenever it is

likely, in view of the nature of the business to be transacted or the

nature of the proceedings, that exempt information would be

disclosed.

When the meeting will determine any person’s civil rights or

obligations, or adversely affect their possessions, Article 6 of the

Human Rights Act 1998 establishes a presumption that the meeting

will be held in public unless a private hearing is necessary for one of

the reasons specified in Article 6.

Extract from Article 6 ‘Right to a fair trial - in the determination of his or her civil

rights and obligations…….everyone is entitled to a fair and public hearing within a

reasonable time.’

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4G - 7

11.3 Meaning of Confidential Information

Confidential information means information given to the Council by a

Government Department on terms which forbid its public disclosure or

information which cannot be publicly disclosed by Court Order.

11.4 Meaning of Exempt Information

Exempt information means information falling within the following 7

categories (subject to the relevant condition)

Category Condition

1. Information relating to any

individual

Information falling within paragraph

1 is exempt information if and so

long, as in all the circumstances of

the case, the public interest in

maintaining the exemption

outweighs the public interest in

disclosing the information.

2. Information which is likely to

reveal the identity of an

individual








3. Information relating to the

financial or business affairs of

any particular person (including

the authority holding that

information)






327



4G - 8

“Financial or business affairs”

includes contemplated as well

as past or current activities.




3 is not exempt information if it is

required to be registered under

a. the Companies Act 1985

b. the Friendly Societies Act

1974

c. the Friendly Societies Act

1992

d. the Industrial and Provident

Societies Act 1965 to 1978

e. the Building Societies Act

1986

f. the Charities Act 1993

4. Information relation to any

consultations or negotiations, or

contemplated consultations or

negotiations in connection with

any labour relations matter

arising between the authority or

a Minister of the Crown and

employees of, or office holders

under the authority.





maintaining the exemptions



“Labour relations matter” are as

specified in paragraphs (a) to (g) of

section 218(1) of the Trade Union

and Labour Relations

(Consolidation) Act 1992 (matters

which may be the subject of a

trade dispute, within the meaning

of that Act or any dispute about a

matter within this paragraph.

5. Information in respect of which

a claim to legal professional



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4G - 9

privilege could be maintained in

legal proceedings






6. Information which reveals that

the authority proposes

(a) to give under any

enactment a notice under

or by virtue of which

requirements are imposed

on a person

or

(b) to make an order or

direction under any

enactment








7. Information relating to any

action taken or to be taken in

connection with the prevention,

investigation or prosecution of

crime.








Information is not exempt information if it relates to proposed development

for which the local planning authority may grant itself planning permission

pursuant to regulation 3 of the Town and Country Planning General

Regulations 1992.

329



4G - 10

11.5 Procedures prior to Private Meetings of the Executive

At least 28 clear days before a private meeting, the Council must—

(a) make available at the Council’s Civic Centre a notice of its intention to

hold the meeting in private; and

(b) publish that notice on the Council’s website,.

The notice must include a statement of the reasons for the meeting to be

held in private.

At least five clear days before a private meeting, the Council must—

(a) make available at the Civic Centre a further notice of its intention to

hold the meeting in private;

(b) publish that notice on the Council’s website.

This further notice must include:

(a) a statement of the reasons for the meeting to be held in private;

(b) details of any representations received by the Council about why the

meeting should be open to the public;

(c) a statement of its response to any such representations.

Where the date by which a meeting must be held makes compliance with this

paragraph impracticable, the meeting may only be held in private where the

Council has obtained agreement from:

(a) the chairman of the relevant overview and scrutiny committee;

(b) or if the chairman of the relevant overview and scrutiny committee is

unable to act, the Mayor.

(c) where there is no chairman of either the relevant Overview and

Scrutiny Committee or the Mayor the Deputy Mayor .may give

agreement.

As soon as reasonably practicable after the Council has obtained agreement

to hold a private meeting, it must:

(a) make available at the Civic Centre a notice setting out the reasons why the meeting is urgent and cannot reasonably be deferred; and

(b) publish that notice on the Council’s website.

12. Excluding Public Access to Reports

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4G - 11

The public may be denied access to reports if the Chief Officer responsible

for drafting the report believes that the report relates to matters which, in

accordance with Rule 11, will not be considered in a public meeting. Such

reports will be marked “Not for publication” together with the category of

information likely to be disclosed.

13. Procedure before taking Key Decisions

Subject to Rule 15 (general exception) and Rule 16 (special urgency), a Key

Decision may not be taken unless:

(a) a document (called here the “Key Decision Schedule”) has been

published in connection with the matter in question;

(b) at least 28 clear days have elapsed since the publication at the Civic

Centre and the Council’s Website of the Key Decision Schedule,

(c) where the decision is to be taken at a meeting of the Executive, a

notice of the meeting has been given in accordance with Rule 4

(notice of meetings) and a written report providing all relevant and

necessary information has been considered by the body taking the

decision; and

(d) where the decision is to be taken by an individual Member of the

Executive at least five clear working days have elapsed following

receipt of the report required under Rule 19.1 and notice of the

consideration of a Key Decision has been given under Rule 4 (notice

of meetings) and in accordance with (b) above.

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4G - 12

14. The Key Decision Schedule (KDS)

14.1 Period of the Key Decision Schedule

The KDS will be prepared by the Director of Legal & Governance

Services to cover a period of three months, and published 28 clear

days prior to the decision being taken by that meeting.

The KDS must be published at least 28 clear days before the date of

the meeting taking that Key Decision.

14.2 Contents of the Key Decision Schedule (KDS)

The KDS will contain matters which the Monitoring Officer/Director of

Legal and Governance Services believes will be the subject of a Key

Decision to be taken by the Executive or under joint arrangements.

Only items which relate to the discharge of an Executive function must

be included, but other items may be included. It will describe the

following particulars in so far as the information is available:

(a) the matter in respect of which a decision is to be made;

(b) where the decision taker is an individual, his/her name and title,

if any, and where the decision taker is a body, its name and a

list of its Members;

(c) the date on which, or the period within which, the decision is to

be made;

(d) a list of the documents submitted to the decision-maker for

consideration in relation to the matter in respect of which the

Key decision is to be made;

(e) the address from which, subject to any prohibition or restriction

on their disclosure, copies of, or extracts from, any document

listed is available;

(f) a list of the other documents relevant to those matters may be

submitted to the decision maker.;

(g) The procedure for requesting details of those documents (if

any) as they become available.

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4G - 13

15. General Exception

If a matter which is likely to be a Key Decision has not been included in the

Key Decision Schedule, then subject to Rule 16 (special urgency), the

decision may still be taken if:

(a) the Director of Legal & Governance Services has informed by written

notice the Chair of the Overview and Scrutiny Committee, or if there is

no such person, each Member of that Committee, by notice in writing

of the matter to which the decision is to be made;

(b) the Director of Legal & Governance Services has made available to

the public at the Civic Centre and on the Council’s website, a copy of

that notice; and

(c) at least five clear working days have elapsed following the day on

which the Director of Legal & Governance Services complied with (b).

Any such decision taken by the Executive must be taken in public unless it

relates to a matter which is confidential or exempt pursuant to paragraph 11

above.

16. Special Urgency

If by virtue of the date by which a decision must be taken Rule 15 (general

exception) cannot be followed, then the decision can only be taken if the

decision maker (if an individual) or the Chair of the body making the decision,

obtains the agreement of the Chair of the Overview and Scrutiny Committee

that the taking of the decision is urgent and cannot be reasonably deferred.

If there is no Chair of the Overview and Scrutiny Committee, or if that Chair

is unable to act, then the agreement of the Mayor, or in his/her absence the

agreement of the Deputy Mayor is required.

Any such decision taken by the Executive must be taken in public unless it

relates to a matter, which is confidential or exempt pursuant to paragraph 11

above.

As soon as reasonably practicable after agreement has been obtained, the

decision maker must make available at the Civic Centre a notice setting out

the reasons for urgency and publish the notice on the Council’s website.

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17. Requirement for a Report to be made to Council

17.1 Request from the Overview and Scrutiny Committee

If the Overview and Scrutiny Committee thinks that a Key Decision

has been taken which was not included in the Key Decision Schedule,

they may require the Executive to submit a report to the Council within

such reasonable time as the Committee specifies. The report must

include details of the decision and the reasons for it, the name of the

decision maker and the Executive’s reasons for its opinion that the

decision was not key.

17.2 The timing of the report to Council

The Executive will prepare a report for submission to the Council at

such intervals as may be determined by the Council. The report to

Council will set out particulars of each decision, and a summary of the

matters in respect of which each decision was made. The Leader

must submit at least one report on special urgency annually, unless

otherwise determined by the Council.

17.3 Requirement for quarterly reports on special urgency decisions

In any event the Leader of the Council will submit quarterly reports to

the Council on the Executive decisions taken in the circumstances set

out in Rule 16 (special urgency) in the preceding three months. The

report will include the number of decisions so taken and a summary of

the matters in respect of which those decisions were taken.

18. Record of Decisions

After the meeting of the Executive or any of its Executive (Cabinet)

Committees, Advisory Panels or Consultative Forums, the Director of Legal

& Governance Services or a Chief Officer present, will produce as soon as

practicable and make available for inspection by members of the public and

on the Council’s website:

(a) a record of the decisions taken;

(b) a statement of the reasons for each decision; and

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(c) any alternative options considered and rejected at that meeting

(d) a record of any conflict of interest declared by any Executive Members

and a note of any dispensation granted.

19. Key Decisions taken by Individual Members of the Executive or by

Officers

19.1 Reports

A Key Decision shall not be taken by an individual Member of the

Executive or by an officer until twenty eight clear days after the

publication of the Key Decision Schedule and five clear working days

have elapsed from receipt of a report which includes relevant and

necessary information for the making of the decision.

19.2 Provision of copies of reports to the Overview and Scrutiny

Committee

On the giving of such a report to an individual decision maker, the

person preparing the report will at the same time give a copy to the

Chair of the Overview and Scrutiny Committee and make it publicly

available.

19.3 Notice of the Decision

Notice of the taking of a Key Decision by an individual Member or

officer shall be given in the same way as a notice of a meeting of the

Executive (Rule 4). Members of the public and representatives of the

Press may attend the taking of a Key Decision by an individual

Member.

20. Record of Individual Decisions

As soon as reasonably practicable after any Executive decision has been

taken by an individual Member or after a Key Decision has been taken by an

officer he or she will instruct the Director of Legal & Governance Services or

the relevant Executive Director or Director to prepare a record of the

decision, a statement of the reasons for it, any alternative options considered

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and rejected (see Rule 18), a record of any conflict of interest declared by

any Executive Member and in respect of any declared conflict of interest, a

note of dispensation granted by the Head of Paid Service.

21. Inspection of Documents and Background Papers

The provisions of Rules 8 and 9 (access to documents after meetings and

background papers) will also apply to the making of decisions by individual

Members of the Executive and Key Decisions by officers. This does not

require the disclosure of exempt or confidential information.

22. Overview and Scrutiny Committee – Access to Documents

22.1 Members of Overview and Scrutiny Committee (including its sub-

committees) will be entitled to copies of any document which is in the

possession or control of the Executive, Executive (Cabinet)

Committee, a Portfolio Holder, Advisory Panel or Consultative Forum

and which contains material relating to:

(a) any business transacted at a meeting of the Executive,

Executive (Cabinet) Committee, Advisory Panel or Consultative

Forum; or

(b) any decision taken by a individual Member of the Executive;

(c) any decision that has been made by an officer of the authority

in accordance with Executive Arrangements.

22.2 These documents should be provided by the Executive as soon as

reasonably practicable and no later than 10 clear days from the

Executive receiving the request.

22.3 No Member of the Overview and Scrutiny Committee is entitled to a

copy of any such document as contains exempt or confidential

information unless the information is relevant to:

(a) An action or decision that the Member is reviewing or

scrutinising.

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(b) Any review contained in any programme of work of the

Overview and Scrutiny Committee.

No Member of the Overview and Scrutiny Committee is entitled to any

such document as contains advice from a political adviser.

22.4 Where the Executive determines that a Member of the Overview and

Scrutiny Committee is not entitled to a copy of a document (for

reasons under Rule 22.3 a – c) it must provide a written statement of

the decision to the Overview and Scrutiny Committee.

337

338


London Borough of Harrow May 2006 Officer Employment Procedure Rules

H. Officer Employment Procedure Rules

Rule Page No.

1. Recruitment and Employment 4H – 1

2. Recruitment of Head of Paid Service and Chief Officers 4H – 1

3. Appointment of Head of Paid Service 4H – 2

4. Appointment of Chief Officers 4H – 2

5. Other Appointments 4H – 2

6. Additional Requirements Relating to Recruitment and Appointment

4H – 2

7. Disciplinary Action 4H – 3

8. Appeal to Members 4H – 5

9. Dismissal 4H – 5

10. Additional Requirements Relating to Suspension, Disciplinary Action and Dismissal

4H – 5

11. Interests of Officers in Contracts 4H – 5

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4H - 1

OFFICER EMPLOYMENT PROCEDURE RULES

1. Recruitment and Employment

(a) Declarations

(i) The Council will draw up a statement requiring any candidate for appointment as an officer to state in writing whether they are the parent, grandparent, partner, child, stepchild, adopted child, grandchild, brother, sister, uncle, aunt, nephew or niece of an existing councillor or officer of the Council; or the partner of such persons.

(ii) No candidate so related to a Councillor or an officer will be appointed without the authority of the relevant chief officer or an officer nominated by him/her.

(b) Seeking support for appointment

(i) The Council will disqualify any applicant who directly or indirectly seeks the support of any Councillor for any appointment with the Council. The content of this paragraph will be included in any recruitment information.

(ii) No Councillor will seek support for any person for any appointment with the Council.

2. Recruitment of Head of Paid Service, and Chief Officers

Where the Council proposes to appoint the Head of Paid Services or a chief officer or deputy chief officer and it is not proposed that the appointment be made exclusively from among their existing officers, the Council will:

(a) draw up a statement specifying:

(i) the duties of the officer concerned; and

(ii) any qualifications or qualities to be sought in the person to be appointed;

(b) make arrangements for the post to be advertised in such a way as is likely to bring it to the attention of persons who are qualified to apply for it; and

(c) make arrangements for a copy of the statement mentioned in paragraph (a) to be sent to any person on request.

Where a committee or sub-committee of the authority is discharging, on behalf of the authority, the function of the appointment of the Head of Paid Service, and Chief Officers, at least one member of the Executive must be a Member of that Committee or sub-committee

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3. Appointment of Head of Paid Service

3.1 The full Council will approve the appointment of the Head of Paid Service following the recommendation of such an appointment by the Chief Officers’ Employment Panel of the Licensing and General Purposes Committee. The Chief Officers’ Employment Panel must include at least one member of the Executive.

3.2 The full Council may only make or approve the appointment of the Head of Paid Service where no well-founded objection has been made by any Member of the Executive.

4. Appointment of chief officers

(a) The Chief Officers’ Employment Panel will appoint chief officers. That panel must include at least one member of the Executive.

(b) An offer of employment as a chief officer shall only be made where no well-founded objection has been made by any member of the Executive.

5. Other appointments

(a) Officers below chief officer Appointment of officers below chief officer (other than assistants to a political group) is the responsibility of the Head of Paid Service or his/her nominee, and may not be made by Councillors.

(b) Assistants to political groups.

A political assistant may be appointed to a post which:

! Is made for the purpose of providing assistance to Council Members of a political group in their role as members of the authority;

! Is made at or below the maximum salary prescribed in the relevant Regulations in force at the time:

! Is for a term fixed by reference to the relevant regulations in force at the time;

! Is one of no more than three posts the Council have decided to create for the purposes of section 9 of the Act;

! Is at the selection of the political group to whom the post has been appointed.”

6. Additional requirements relating to Recruitment and Appointment

In addition to the requirements set out in Rules 1 – 5 above the person or body selecting or appointing an officer to any post within the Authority shall comply

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with the Employment of Relatives/Partners/Friends Procedures and the Recruitment and Selection Procedures as set out in the Harrow Scheme for Pay and Conditions of Service.

7. Disciplinary Action

7.1 Disciplinary action – Head of Paid Service and Statutory Chief Officers (i.e. the Monitoring Officer and the Chief Finance Officer)

(A) Disciplinary action against the Head of Paid Service and the Statutory Chief Officers (as defined in the following regulations) will follow the Local Authorities (Standing Orders) (England) Regulations 2001.

(B) Suspension – Head of Paid Service

(i) The Chief Officers’ Employment Panel may suspend the Head of Paid Service on (a) receipt of a referral from the Leader of any of the Political Groups OR (b) a report from either the Monitoring Officer, the Chief Finance Officer or both, whilst an independent investigation takes place into alleged misconduct.

(ii) That suspension will be on full pay and the investigation should last no longer than two months. The investigation will follow the Local Authorities (Standing Orders) (England) Regulations 2001 and the Model Procedure set out in the Joint Negotiating Committee for Chief Executives of Local Authorities Conditions of Service.

(C) Grievance – Head of Paid Service

(i) Any grievance relating to the Head of Paid Service will be considered and determined by the Chief Officers’ Employment Panel. The decision of the Panel shall be final.

(ii) In the absence of any grievance procedure set out in the Joint Negotiating Committee for Chief Executives of Local Authorities Conditions of Service any grievance relating to the Head of Paid Service will comply with the requirements of the Grievance Procedure set out in the Harrow Scheme for Pay and Conditions.

(D) Suspension – Statutory Chief Officers

The Head of Paid Service may suspend the Monitoring Officer or Chief Finance Officer whilst an independent investigation takes place into alleged misconduct. That suspension will be on full pay

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and the investigation should last no longer than two months. The investigation will follow the Local Authorities (Standing Orders) (England) Regulations 2001 and the Model Procedure set out in the Joint Negotiating Committee for Chief Officers of Local Authorities Conditions of Service.

(E) Grievance – Statutory Chief Officers

(i) Any grievance relating to the Statutory Chief Officers will be considered by the Head of Paid Service. If the Statutory Chief Officer remains dissatisfied the matter shall be referred to the Chief Officers’ Employment Panel. The decision of the Panel shall be final.

(ii) In the absence of any grievance procedure set out in the Joint Negotiating Committee for Chief Officers of Local Authorities Conditions of Service any grievance relating to the Statutory Chief Officers will comply with the requirements of the Grievance Procedure set out in the Harrow Scheme for Pay and Conditions.

(F) Independent Person

No other disciplinary action may be taken in respect of the Head of Paid Service, the Monitoring Officer or Chief Finance Officer except in accordance with a recommendation in a report made by a designated independent person appointed in accordance with the Local Authorities (Standing Orders) (England) Regulations 2001.

7.2 Disciplinary Action – Chief Officers

(A) Disciplinary action against any other Chief Officer will follow the Model Disciplinary Procedure (as modified locally) set out in the Joint Negotiating Committee for Chief Officers of Local Authorities Conditions of Service.

(B) Suspension

The Head of Paid Service may suspend a Chief Officer whilst an investigation takes place into alleged misconduct. That suspension will be on full pay and for no longer than two months, and will follow the Model Procedure (as modified locally) set out in the Joint Negotiating Committee for Chief Officers of Local Authorities Conditions of Service.

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4H - 5

(C) Grievance – Chief Officers

(i) Any grievance relating to Chief Officers will be considered by the Head of Paid Service. If the Chief Officer is dissatisfied with the response the matter will be referred to the Chief Officers’ Employment Panel. The decision of the Panel shall be final.

(ii) In the absence of any grievance procedure set out in the Joint Negotiating Committee for Chief Officers of Local Authorities Conditions of Service any grievance relating to the Chief Officers will comply with the requirements of the Grievance Procedure set out in the Harrow Scheme for Pay and Conditions.

8. Appeal to Members

Councillors will not be involved in the disciplinary action against any officer below chief officer except to allow a right of appeal to Members in respect of disciplinary action taken under the Council’s Disciplinary Procedure.

9. Dismissal

Where a Committee or sub-committee of the authority is discharging on behalf of the authority, the function of the dismissal of a chief officer, at least one Member of the Executive must be a Member of that Committee or sub-committee.

The dismissal of the Head of Paid Service, a chief officer or deputy chief officer may only be confirmed where no well founded objection has been made by any Member of the Executive.

The dismissal of the Head of Paid Service requires the approval of full Council before a notice of dismissal can be given.

10. Additional Requirements relating to Suspension, Disciplinary Action and Dismissal

Subject to the requirements of Rules 7, 8 and 9, relating to the suspension, disciplinary action and dismissal of officers, the person or body taking such action shall comply with the requirements of the Disciplinary Procedure set out in the Harrow Scheme for Pay and Conditions.

11. Interests of Officers in Contracts

An officer must give notice of any pecuniary interest in a contract entered into or proposed to be entered into by the authority. That notice must be given in writing to the Chief Executive, who shall record the information in a book to be kept for that purpose.

344

London Borough of Harrow January 2014 Contract Procedure Rules

4I - 1

CONTRACT PROCEDURE

RULES

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4I - 2

Introduction to Contract Procedure Rules

These Contract Procedure Rules are supplemental to the Financial Regulations and form a part of the Council’s Constitution

They set out the procedures that the Council and all schools must follow when they procure Goods, Services and Works. These Contract Procedure rules are intended to promote good purchasing practice, public accountability and deter corruption. Following these rules is the best defence against allegations that a purchase has been made unfairly, incorrectly or fraudulently.

The Cabinet and the Director of Finance may make amendments from time to time to these contract procedure rules after consultation with the Corporate Procurement team and the Harrow legal Services. All costs stated in these contracts procedure rules are exclusive of VAT and staff costs. Officers responsible for purchasing or disposal must comply with these Contract Procedure Rules, which lay down minimum requirements. A more thorough procedure may be appropriate for a complex contract and will be supported by Corporate Procurement. Failure to comply with these Rules when letting contracts may result in disciplinary action, and employees have a duty to report breaches of the Contract Procedure Rules to an appropriate senior manager, internal audit or corporate anti-fraud team. The Procurement Strategy also emphasises the importance of socially responsible procurement, assessing whole life costs and social, environmental and economic impact. Socially responsible procurement covers economic regeneration, sustainability and environmental management, and equality and diversity. Value For Money and efficiency targets will not be achieved if the Council fails to approach competition, taking full account of the opportunities for innovation and genuine partnerships which are available from working with others in the public, private and voluntary sectors.

These Contract Procedure Rules shall be reviewed and updated on an annual

basis.

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Contents Section 1- Scope of Contract Procedure Rules............................................................................5

1. Basic Principles ............................................................................................................................5

2. Officer Responsibilities..................................................................................................................5

3. Collaborative and e-Procurement..................................................................................................7

4. Relevant Contracts .......................................................................................................................8

5. Waivers & Exemptions..................................................................................................................8

Section 2 - Common Requirements ...........................................................................................10

6. Steps Prior To Purchase.............................................................................................................10

7. Records ......................................................................................................................................11

8. Advertising, Departmental Approved List & Framework Agreements ..........................................12

Section 3 – Purchasing Rules ....................................................................................................15

9. Competition Requirements..........................................................................................................15

10. Low Value Transactions..........................................................................................................15

11. Intermediate Value Transactions below the Formal Tender Threshold....................................16

12. High Value Transactions .........................................................................................................16

13. Transactions over EU Threshold .............................................................................................16

14. Social Care Service contracts for individuals...........................................................................17

15. SAP System............................................................................................................................18

16. Contract Extensions & Variations ............................................................................................18

17. Contract Termination...............................................................................................................18

18. Declaration of Interests ...........................................................................................................18

19. Partnership Arrangements ......................................................................................................19

20. Engagement of Consultants ....................................................................................................19

21. Working with Small Businesses, the Voluntary and Community Sectors .................................19

22. Pre-Tender Market Research and Consultation: .....................................................................20

23. Standards & Award Criteria.....................................................................................................20

24. Pre Tender –Qualification........................................................................................................21

25. Invitation to Tender & Quotations ............................................................................................21

26. Submission, Receipt & Opening of Tenders............................................................................23

27. Pre and Post-Tender Clarification Procedures ........................................................................24

28. Evaluation, Award of Contract & Debriefing Candidates..........................................................24

Section 4 Contract and Other Formalities ..................................................................................29

29. Contract Documents ...............................................................................................................29

30. Contract Formalities ................................................................................................................30

31. Bonds and Parent Company Guarantees................................................................................31

32. Prevention of Corruption .........................................................................................................32

Section 5- Contract Management ..............................................................................................33

33. Managing Contracts ................................................................................................................33

34. Risk Assessment & Contingency Planning..............................................................................33

APPENDIX A .............................................................................................................................34

APPENDIX B .............................................................................................................................35

APPENDIX C .............................................................................................................................37

APPENDIX D .............................................................................................................................41

GLOSSARY OF DEFINITIONS..................................................................................................44

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Further advice on ‘Contract Procedure Rules’ is available from

• Corporate Procurement Unit:

• Legal Services:

• Internal Audit:

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Section 1- Scope of Contract Procedure Rules

1. Basic Principles

1.1. These rules apply to all procurement by the Council unless expressly exempted under these Rules, or subject to a waiver. (Rule 5 Appendix A & B)

1.2. If there is any relevant change to English or European Law, which affects these rules then that change must be observed until these rules can be revised. If these rules conflict in any way with English or European law then that legislation takes precedence.

1.3. The Officers authorised to award Contracts on behalf of the Council will

have delegated powers issued by their respective Corporate Directors. Refer to the relevant Scheme of Delegation.

1.4. The Director of Finance holds a list of those Officers authorised to award

contracts and place orders over specified values. Refer to the Scheme of Financial Delegations, within the financial regulations.

All purchasing procedures must 1.5. a. Achieve value for money for all public money spent, including

direct funded and grant funded budgets. b. Be consistent with the highest standards of integrity c. Ensure fairness and transparency in allocating public

contracts d. Encourage offering opportunities to use the local market e. Comply with English and European Law and all legal

requirements f. Ensure that non-commercial considerations do not influence

any contracting decision g. Support the Council’s codes of practice and corporate and

departmental aims and polices. h. Comply with the Council procurement strategy and the

competition policy i. Ensure that any risks associated with entering into the

contract are assessed as part of the procurement process j. Ensure that contracts are likely to be sustainable and as far as

possible, environmentally friendly.

2. Officer Responsibilities

2.1. Officers responsible for purchasing must comply with these contract

procedure rules, Financial Regulations, and all UK and European Legislation in force in England.

2.2. They should comply with the Council’s code of conduct, the Council’s

Anti Fraud & Corruption strategy and must not invite or accept any gift or

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reward in respect of the award or performance of any contract 2.3. Officers must:- a. Follow the rules in the Harrow Contract procedure rules when

purchasing goods and services and building works, construction

b. Have proper regard for all necessary legal, financial and professional advice

c. Declare any personal financial interest in a contract, Corruption is a criminal offence

d. Conduct a value for money review and appraise the purchasing need.

e. Ensure that there is adequate budget provision for the procurement exercise undertaken.

f. For any purchase, establish if an existing approved contract exists in the SAP system before seeking to let another contract.

g. Check whether there is an existing corporate contract that can be used before undergoing a competitive process

h. Where the anticipated value is greater than £50,000, officers must consult the Corporate Procurement team.

i. All sufficient time for the submission of bids j. Keep all supplier’s bids confidential k. Keep records of all communication with suppliers l. For audit purposes, keep clear audit trails of the procurement

process followed. m. Obtain the required approvals and complete a written contract

(and seal as required) before placing an order with any suppliers, for goods, services and works

n. Where appropriate, not award a contract until the standstill period is over.

o. Identify a contract manager with responsibility for ensuring the contract delivers as intended. Officers must monitor each contract afterwards to see how well it met the purchasing need and value for money requirements.

p. Must not divide up any contract in order to avoid any rules set out in the Contract Procedure rules

q. Ensure that the procurement is appropriate to the needs of the Council and its declared objectives

r. Ensure that contracts are legally, financially and technically capable of delivery to the Council

s. Where lawful and appropriate give regard to the local economy

t. When any employees either of the authority or of a service provider may be affected by any transfer arrangement, officers must ensure that the Transfer of Undertaking (Protection of Employment - TUPE) issues are considered and obtain legal advice before proceeding with inviting Tenders or quotations.

2.4. Corporate Directors and Divisional Directors Responsibility:

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a. Ensure that their staff comply with Rule 2.1 b. Keep records of their signed contractual agreements

completed within their department (below £100,000) and under seal (£100,000 and greater)

c. Ensure that all Waivers are approved and recorded under Rule 3.

2.5. Corporate Procurement Team Responsibilities

a. Corporate Procurement team, in compliance with European

Union -public contracts regulations 2006, is responsible for supporting the Council with all its high value high risk purchasing.

b. To tender award and manage Corporate Contracts c. To advice and work closely with council officers and legal on

their procurement projects over the value of 50,000. d. To support to Corporate Directors with their supply chain and

category management. e. To manage vendors on the system and rationalise suppliers

where there are synergies in category spend across the directorates.

Officers must seek advice and clarification from the Procurement team when they need assistance in complying with or interpreting the Contract Procedure Rules. Further details, including contact details, templates for tendering and guidance notes are available on the intranet Hub under procurement.

3. Collaborative and e-Procurement

3.1. In order to secure value for money, the Council may enter into collaborative procurement arrangements with another local authority, government department, Primary Care Trust, statutory undertaker or other contracting authority. In these cases the Officer must seek procurement and Legal approval for award of contract or before entering into agreement. This can be obtained from Corporate Procurement team

3.2. All purchases made via a public body are deemed to comply with these contract procedure rules and no exemption is required. However, purchases above the EU threshold must be let under the EU procedures, unless the consortium has satisfied this requirement already by letting their contract in accordance with the EU procedures on behalf of the authority and other consortium members.

3.3. Any contracts entered into through collaboration with other local

authorities or other public bodies, where a competitive process has been followed that complies with the contract procedure rules of the leading organisation, will be deemed to comply with these contract procedure rules and no waiver is required.

3.4. The Officer must seek procurement and Legal approval for award of

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contract or before entering into the agreement as per scheme of delegation

3.5. The use of e-procurement technology does not negate the requirement

to comply with all elements of these contract procurement rules and any of the guidance set down in the procurement guidance posted on the intranet, particularly those relating to competition and value for money.

4. Relevant Contracts

4.1. All Relevant Contracts must comply with these Contract Procedure

Rules. 4.2. A Relevant Contract is any arrangement made by, or on behalf of, the

Council for the carrying out of work or for the supply of goods, materials or services. These include arrangements for:

a. the supply or disposal of goods

b. hire, rental or lease of goods or equipment

c. execution of works

d. the delivery of services, including those related to: - the recruitment of agency staff - land and property transactions - financial and consultancy services.

4.3. Relevant contracts do not include:

a. Contracts of employment which make an individual a direct employee of the authority

b. Agreements regarding the acquisition, disposal, or transfer of land (for which Financial Regulations shall apply).

5. Waivers & Exemptions

5.1. The Council and its cabinet have power to waive any requirements within these contract procedure rules for specific projects, and any such decision may be a key decision

5.2. In exceptional circumstances, the Corporate Director, Lead portfolio

holder also has the power, under the scheme of financial delegation in the Constitution, to waive any requirements within these contract procedure rules. Where the Contract exceeds the EU Threshold, the Council has no powers to waive EU rules

5.3. Where a waiver is necessary because of an unforeseeable emergency

involving immediate risk to persons, property or serious disruption to Council services, Executive Directors and Directors may approve the exemption but they must notify the Procurement Manager or Director of Finance as soon as possible

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5.4. Waivers should not be retrospective 5.5. In cases where the Officer has followed the procurement procedure, but

for reasons beyond control the correct number of compliant tenders has not been received, and due to practicalities such as time constraints or market limitations, a re-tender cannot be conducted. The Officer must complete a Waiver form and authorisation is only required from the Director of Finance and the Divisional Director of Procurement, or their nominated deputies

5.6. The list of specific exceptions is set out in Appendix A

5.7. A online “Waiver Request Form” can be found on the intranet – attached

Appendix B. The procurement team maintains a register of waivers which is reported to the Efficiency Board. All waivers must be submitted for consideration to the Procurement Team, once authorised by the relevant Director or Executive Director.

5.8. The Procurement Team will either approve or reject requests for

Waivers or refer them to the appropriate Portfolio Holder for determination.

5.9. Where a waiver of Contract Procedure Rules is sought for the second

time in relation to the same contract, then regardless of the value of the contract, that waiver may only be signed by the relevant portfolio holder or Leader of Council.

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Section 2 - Common Requirements

6. Steps Prior To Purchase

6.1. Prior to any purchase, the Officer responsible for it must, in a manner commensurate with the complexity and value of the purchase. Officers must take into account the Procurement Strategy, Harrow Sustainable Procurement guide By:

a. Including the requirements from any relevant value for money review

b. Appraising the need for the expenditure and its priority c. Defining the objectives of the purchase d. Assessing the risks, including sustainability impact associated with

the purchase and how to manage them e. Identifying the most appropriate procurement procedure to

achieve the purchasing objectives, including:

• Internal or external sourcing

• Shared Services

• Legal Services

• Partnering arrangements and collaborative procurement arrangements with another local authority, government department, Primary Care Trust, statutory undertaker other contracting authority.

• Local suppliers and Voluntary sector

• Use of Central Purchasing Bodies such as the WLA, LSCG, Construction Line, or the OGC

f. Consulting users as appropriate about the proposed procurement method, contracting standards and performance and user satisfaction monitoring.

g. Using relevant terms and conditions that are to apply to the proposed contract.

6.2. § And by confirming that

• They have the authority to spend, have obtained the required approval(s) for the expenditure and the purchase accords with the Harrow financial scheme of delegation.

• If the purchase is valued at £500,000 and greater, an entry onto the Council’s forward plan, held with the Procurement Team has been made.

• If the purchase is valued at £500,000 and greater, their relevant departmental executive member has been informed

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7. Records

7.1. In all cases, the Council’s Formal Record of Quotation/Tendering Process

must be completed and retained in accordance with the Council’s retention and disposal guide within the financial regulations.

7.2. Where the Total Value is less than £50,000, the following documents must

be kept:

a. Invitations to quote and quotations/tenders received.

b. clarification and post-tender negotiation (to include minutes of meetings).

c. a record:

• of any exemptions and reasons for it.

• of the reason if the lowest price is not accepted.

• written records of communications with the successful contractor or an electronic record if a written record of the transaction would normally not be produced.

7.3. Where the Total Value exceeds £50,000, the relevant Officer, Service

Manager or Head of Service must record:

a. The method of obtaining bids Section 3 Rule 12….

b. The Calculation of the estimated value.

c. Any contracting decision and the reasons for it.

d. Any waiver under Rule 5.together with the reasons for it.

e. The award criteria in descending order of importance.

f. Tender documents sent to and received from Tenderers.

g. Pre-Tender research, benchmarking and consultation information.

h. Any post-Tender clarification information, to include minutes of meetings.

i. The contract documents.

j. Contract implementation evaluation and ongoing contract monitoring and management information.

k. Communications with all Tenderers throughout the Tendering exercise and with the successful supplier(s) throughout the period of the contract.

l. That all contracts valued at £50,000 and greater are entered onto the Council’s contract register.

m. Records are kept in accordance to the Council’s Document and Retention and Disposal guidance.

7.4. Written records required by this Contract Procedure Rule must be kept for

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six years (12 years if the contract is under seal) after the final settlement of the contract. However, documents which relate to unsuccessful Candidates may be microfilmed or electronically scanned or stored by some other suitable method after 12 months from award of contract, provided there is no dispute about the award.

8. Advertising, Departmental Approved List & Framework Agreements

8.1. Identifying and Assessing Potential Candidates - PQQ 8.1.1. Responsible officers shall ensure that, where proposed contracts,

irrespective of their total aggregate value, might be of interest to potential suppliers located in other member states of the EU, a sufficiently accessible advertisement is published.

8.1.2. Where a large number of suppliers are expected to respond to advertising,

potential suppliers will complete a Pre Qualification Questionnaire. This should be evaluated with regard to financial and technical standards relevant to the contract in order to draw up a shortlist – the suppliers on the shortlist are then invited to submit a full tender. The full tender is then evaluated against the specification for the contract and preset evaluation criteria.

8.1.3. An advertisement must be placed for all requirements via the Harrow

Website and where required, in the local press or relevant trade journal for all requirements over £50,000 (Advertising on the portal will be automatic when using the E-Tendering process) In addition current suppliers can be contacted to advise of the tender advertisement.

8.1.4. Wherever practically possible, non EU Notices must specify a time limit of

not less than 10 working days, within which interested parties must express their interest in tendering.

8.1.5. Establish and publish the criteria for short listing in the Pre Qualification

Questionnaire and where possible in the advertisement. 8.2. Departmental Approved lists

8.2.1. Corporate Directors may draw up:

Departmental Approved Lists of suppliers ready to perform contracts to supply goods or services of particular types including without limitation on the basis of agreed contract terms.

8.2.2. No provider may be entered on a Departmental Approved list until there has

been an adequate investigation into both the financial and their technical capacity to perform the contract, unless such matters will be investigated each time bids are invited from that list

8.2.3. Departmental approved lists must be drawn after an advertisement inviting

applications for inclusion on the list. The advertisement must be placed to secure the widest publicity among relevant suppliers throughout all member

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states of the EU. Persons may be entered on a list between the initial advertisement and re-advertisement provided the requirements are met of Rule 8.2.2.

8.2.4. The list and short listing criteria must be reviewed at least annually and re-

advertised at least every three years, and in the case of social care every five years. On re-advertisement, a copy of the advertisement must be sent to each person on the list, inviting them to reapply within a minimum of 15 days.

8.2.5. The reassessment of the financial and technical ability and performance of

those persons on the list, unless such mattes will be investigated each time bids are invited from the list. The deletion of those providers no longer qualified, with a written record kept justifying their deletion

8.2.6. All departmental Approved lists shall be maintained in an open, fair and

transparent manner and be open to public inspection. 8.2.7. A register of pre-qualified contractors and consultants maintained by or on

behalf of central or local government (e.g. OGC, LCSG, Constructionline) will be equivalent to a Departmental Approved List for the purpose of these contract procedure rules but shall not be subject to the of Rules 8.2.1 to 8.2.6 inclusive.

8.3. Framework Agreements

8.3.1. Where commissioned under European rules the term Framework agreement

must not exceed four years and while an agreement may be entered into with one provider, where an agreement is concluded with several organisations, there must be at least three in number.

8.3.2. Contracts based on framework agreements may be awarded by either • Applying the terms established in the Harrow Scheme of Delegation

and the framework agreement itself (where such terms are sufficiently precise to cover the particular call off) without reopening competition, or

8.3.3. Where the terms laid down in the framework agreement are not precise

enough or complete for the particular call-off, by holding a mini competition in accordance with the following procedure:

• Inviting all the organisations within the framework agreement that are

capable of executing the subject of the contract to submit written Tenders.

• Fixing a time limit which is sufficiently long enough to allow Tenders

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for each specific contract to be submitted, taking into account factors such as the complexity of the subject of the contract.

• Awarding each contract to the Tenderer who has submitted the best

Tender on the basis of the award criteria set out in the specifications of the framework agreement.

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Section 3 – Purchasing Rules

9. Competition Requirements

9.0. Obtaining Value for Money is an underlying principle, although the complexity

of the procurement procedures that must be followed will vary according to the value and risk.

9.1. The value of the procurement is defined as the total anticipated

contract/purchase value and this will be determined by either: 9.1.1. The Total Value of the Goods, Services or Works if a one off purchase;

9.1.2.

Separate contracts must not be entered into nor should a method of calculating the total value in order to minimise the application of these contract procedure rules be adopted.

9.1.3.

The total contract value over the full duration of the contract (not just the annual value). When the contract duration is indeterminate the value will be the monthly estimated cost x 48;

9.1.4.

For Framework Contracts the Call Off Contracts with no guaranteed commitment the contract value will be the estimated value of call off’s over the full duration of the contract.

10. Low Value Transactions

10.1. Defined as transactions valued at or below £1,000 that cannot be obtained

via an existing Approved Contract. 10.2. Whilst obtaining Value For Money remains the primary objective, multiple

Requests for Quotations need not be obtained provided compliance with this objective can be demonstrated.

10.3. Where suitable qualified Local Harrow suppliers are available, obtain quote

from them. 10.4. One Written Quotation must be obtained before any Order is processed in

SAP and this must specify:

• The Goods, Services or Works to be supplied;

• Where and when they are to be supplied;

• The value of the order or commitment;

• The terms and conditions (Payment terms will be defined when the

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supplier is added to SAP).

11. Intermediate Value Transactions below the Formal Tender Threshold

11.1. Defined as transactions for Goods, Services and Works valued at over

£1,000 but below £50,000, where the transactions cannot be carried out using an existing Approved Contract.

11.2. At least 2 comparable Written Quotations must be sought for values

between £1,001 and £5,000. Officers are encouraged to test the local market and two quotes can be obtained for the value of £5000 from suitable local suppliers, SME’s, & third sector. If the local market cannot provide you with goods and services then officers must get quotes from the relevant market

11.3. Minimum of 3 comparable Written Quotations are required for values

between £5,001 and £50,000, preferably at least one from a suitably qualified local supplier.

11.4. The criteria for selecting the most advantageous quotation must be

established before the Written Quotations are invited. 11.5. In exceptional cases where less than the required potential suppliers can

be identified, seek approval to proceed using the Waiver Request Form –Appendix B

11.6. Consider Value For Money i.e. not only price, but also the impact of Whole

Life Cost and service levels when evaluating quotations.

12. High Value Transactions

12.1. Defined as transactions for Goods, Services or Works valued at or over the formal tender threshold of £50,000 but below the relevant current EU Threshold. The receipt of 3 tenders is required under this category of spend.

12.2. Where possible, e-tendering will be used for all tenders over £50,000 to

reduce administration and improve governance. 12.3. The formal tender process applies as set out in this section of these rules

and the Procurement Team is to be consulted on all such transactions. 12.4. The Procurement Team must be notified of planned contracts with a value

of over £50,000, to allow inclusion in the Online Contracts Register and Annual Procurement forward Plan.

13. Transactions over EU Threshold

13.1. Defined as intended purchases for goods, services and works valued at

over the EU Threshold, except specific exemptions made in Part 1B or the

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EU Legislations, e.g. Health and Social Care Services. To ensure governance, however, contact the Procurement team on all Procurements over the EU Threshold, for advice on the applicability of the EU Legislation.

13.2. Where the anticipated Total Value of the contract exceeds the EU

Threshold published on 1 January each year (at January 2014 £172,514 for Supplies and Services, £4,322,012 for Works), any changes to these figures will be posted on the intranet and advice from the procurement team must be sought prior to any tendering activity commencing. At least four tenders must be received.

13.3. The Procurement Team must be notified of planned contracts with a value

over the EU Threshold, to allow inclusion in the Council’s Forward Plan and to schedule workloads within the team to enable support.

13.4. All EU Notices will be published centrally by the Procurement Team and

sufficient time must be built into the planning process for requirements, subject to EU Procurement Rules. Information on the EU timescales is available on the intranet under Procurement.

13.5. There are several procedures which can be followed under EU legislation. 13.6. The Restricted Procedure under which potential suppliers will complete a

pre-qualification questionnaire. This should be evaluated with regard to financial and technical standards relevant to the contract in order to draw up a shortlist – of the suppliers to be invited to submit a full tender. The full tender is then evaluated against the Specification and Pre Determined Objective Selection Criteria for the contract.

13.7. Any procurement subject to the EU procurement procedures must comply

strictly with those procedures.

13.8. The Procurement team will report periodically on all contracts let with a value of over £50,000, to the Efficiency Board and relevant Portfolio Holder, who may refer to full Cabinet.

14. Social Care Service contracts for individuals

14.1. Adult Social Care and Children’s Social Care Contracts for beds, places or services may be Block Contracts or Spot Contracts. The Directors of Adult & Housing and Children’s Services will seek to maximise the use of Block Contracts where this represents Value for Money for the Council. The following provisions shall apply to Adult Social Care and Children’s Social Care contracts:

14.2. The Directors of Adult & Housing and Children’s Services may award all

Spot purchases of placements, which shall be reviewed at least annually to ensure that the service provided continues to meet the needs of the service user and continue to represent Value for Money. A report on all spot purchases must be reported to Corporate Procurement annually.

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14.3. Contract Procurement Rules 10, 11, 12 (in relation to tender procedures and formation of contract) shall not apply to Spot Contracts. However, when negotiating Social Care Contracts officers must comply with the principles of obtaining Value for Money, and promoting local services and service user choice where practicable.

15. SAP System

15.1. SAP is the procurement system for goods, services and works across the

Council. It will not be possible to place orders with suppliers that have not been entered on the SAP system, subsequent to a procurement exercise conducted in line with the guidance in Section 3. New suppliers will be created in the SAP system on completion of the online new supplier set up form.

15.2. Purchase Orders must be raised in SAP in advance of incurring

expenditure, enabling payment by BACS. Officers can also use a Purchasing Card for low value purchases such as a travel ticket. Where no other options are available, Officers may use their own resources and claim back the expenses via the payroll. When claiming reimbursement of expenditure, all claims must be supported by a valid VAT receipt.

15.3. Harrow standard payment terms are thirty days after date of receipt of

invoice, although discounts can be negotiated with suppliers for earlier payment.

16. Contract Extensions & Variations

16.1. Only contracts that have an option to extend can be extended as per the

contract terms and conditions. Any variation in time or price (or both together), officers must compute the amount of the variation and seek approval in accordance with the Scheme of Financial Delegation and seek Legal and procurement advice. Approval must be based on the revised total value of the contract, not the value of the variation.

17. Contract Termination

17.1. Where contract is to be terminated before its contracted termination date,

this must be approved by the relevant Department Corporate Director. The relevant department must take advice from the Legal services in advance of the contract termination.

18. Declaration of Interests

18.1. If it comes to the knowledge of a Member or an Officer of the Council that a

contract in which he or she has a pecuniary or other significant interest has been or is proposed to be entered into by the Council, he or she shall immediately notify their line manager and make an entry in the Register of

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Interest which is kept by named individuals in each of the Directorates. Appropriate action will be taken to remove any risk generated by the interest, which may include withdrawal from involvement in the procurement process.

19. Partnership Arrangements

19.1. The Council recognises that the Government has encouraged partnership

between local authorities and other public, private and voluntary sector organisations as a way of providing more flexible and cost effective services. Harrow is an active member of the London Capital Ambition (Centre of Excellence), the West London Alliance and Pan London and via these and other collaborations with external bodies, Officers are encouraged to engage in consultation, share good practice and learn from previous experience. Any joint procurement arrangement with other local authorities or public bodies including membership or use of Purchasing Consortia must be approved by the Procurement Team and Legal Services prior to the commencement of any procurement on behalf of the Council. Officers must continue to work with existing main suppliers to develop good working relationships to drive efficiencies and innovation.

20. Engagement of Consultants

20.1. Any consultant used by the Council shall be appointed in accordance with

these Contract Procedure Rules.

The Engagement of Consultant architects, engineers and surveyors or other professional consultants including Counsel is subject to completion of a formal letter, contract of appointment or brief. Consultants must provide evidence of and maintain professional indemnity policies to the satisfaction of the relevant Corporate Directors and Directors for the periods specified in the respective agreement. The minimum level of indemnity recommended is £1m per occurrence or series of occurrences arising out of the same incident.

20.2. All consultancy contracts must be reported to the Procurement Team using

the template attached at Appendix C.

21. Working with Small Businesses, the Voluntary and Community Sectors

21.1. The National Procurement Strategy was jointly published by the Office of

the Deputy Prime Minister (ODPM) and the Local Government Organisation (LGA). The Strategy seeks for Councils to achieve community benefits through procurement, by actively engaging with a diverse range of suppliers including small businesses, the voluntary sector and community organisations.

21.2. Small and Medium-sized Enterprises (SME’s) are a powerful engine for

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economic growth and are a crucial part of the economy, as it has been recognised that small businesses can provide Value for Money in procurement both by engaging with small businesses directly and via subcontracting.

21.3. The Council has confirmed this commitment by signing up to the Small

Business Friendly Concordat. Officers are required to comply with the guidance available on the intranet please refer to the Shop local guidance.

21.4.

Additionally, a Local Compact with the voluntary and community sector was signed in May 2004. When developing commissioning strategies and inviting tenders, consideration must be given to the potential for the voluntary sector to undertake the work and any artificial barriers preventing voluntary organisations from winning contracts to provide services must be removed.

21.5. In order to get best value and promote local competition, purchasers are

requested to test the local business and offer fair access to public contracts. This can be achieved by advertising on the Harrow website, Local newspapers etc.

22. Pre-Tender Market Research and Consultation:

22.1. In identifying and assessing potential candidates, the Officer responsible for the procurement

o may consult potential suppliers prior to the issue of the Invitation to Tender in general terms about the nature, level and standard of supply, contract packaging and other relevant matters, provided this does not prejudice any potential candidate, but

o Must not seek or accept technical advice on the preparation of an invitation to Tender or quotation from anyone who may have a commercial interest in them, if this may prejudice the equal treatment of all potential candidates or distort competition and

o Should seek advice from the Corporate procurement team

23. Standards & Award Criteria

23.1. The officer must ascertain the relevant EU, UK, European or international

standards which apply to the subject matter of the contract. The officer must include those standards which are necessary properly to describe the required quality. The Legal team must be consulted if it is proposed to use standards other than European standards

23.2. The officer must define award criteria that are appropriate to the purchase

and designed to secure an outcome giving Value for Money for Harrow The basic criteria shall be

o ‘Most economically advantageous’ where considerations other than price also apply

o ‘Lowest Price’ where payment is to be made by the authority o ‘Highest Price’ where payment is to be received

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23.3. If the first criterion is adopted, it must be further defined by reference to sub-criteria which may refer only to relevant considerations. These must include price and quality of the goods and or services in addition to service, quality of goods, whole life costs, technical merit, previous experience, delivery date, cost effectiveness, quality, relevant environment considerations, social benefits, aesthetic and functional characteristics (including security and control features), safety, after-sales services, technical assistance and any other relevant matters. It is good practice to issue evaluation criteria including sub criteria and their relative weightings with the Invitation to Tender.

23.4. Award Criteria must not include:

o Matters which discriminate against suppliers from the European Economic Area or signatories to the Government Procurement Agreement.

24. Pre Tender –Qualification

24.1. Where a large number of suppliers are expected to respond to advertising, potential suppliers will complete a Pre Qualification Questionnaire. This should be evaluated with regard to financial and technical standards relevant to the contract in order to draw up a shortlist – the suppliers on the shortlist are then invited to submit a full tender. The full tender is then evaluated against the specification for the contract and preset evaluation criteria.

25. Invitation to Tender & Quotations

25.1. The invitation to tender shall state that no tender will be considered unless it is received by the date and time stipulated in the Invitation to Tender. No tender delivered in contravention of this clause shall be considered, except in respect of any provision made in accordance with rule 13.8, following

25.2. All Invitations to Tender shall include the following:

a. Specification - is a document that describes the authority’s requirements in sufficient detail to enable the submission of competitive offers.

§ The complexity of the Specification is the responsibility of the service area issuing the tender. The Specification must be compiled before any procurement activity is started. The accuracy of the Specification is critical to the management of the delivery and performance of the contract.

b. Disclosure – A requirement for Tenderers to declare that the Tender content, price or any other figure or particulars concerning the Tender have not been disclosed by the Tenderer to any other party (except where such a disclosure is made in confidence for a necessary purpose).

c. Form of Tender – A requirement for Tenderers to complete fully and sign all Tender documents including a form of Tender and candidates relating to canvassing and non collusion.

d. Notification that Tenders are submitted to the Council on the basis

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that they are compiled at the Tenderer’s expense. e. A description of the award procedure and, unless defined in a prior

advertisement, a definition of the award criteria in objective terms if possible in descending order of importance.

f. All invitation to Tender or quotations must specify the goods, services or works that are required, together with the terms and conditions of contract that will apply.

g. The invitation to Tender or quotation must state that the Council is not bound to accept any quotation or Tender

h. The invitation to Tender or quotation must be issued with the same information at the same time and subject to the same conditions. Any supplementary information must be given on the same basis.

i. The method by which any arithmetical errors discovered in the submitted Tenders is to be dealt with; in particular, whether the overall price prevails over the rates in the Tender or vice versa.

25.3. Templates of tenders are available from the Procurement Team and on

the Procurement Intranet site. 25.4. The correct number of suppliers must be invited to tender, unless there is

overriding business or legal justification that this is not required and in these circumstances a Waiver must be sought

25.5. The Specification and evaluation criteria must take into account the

Council’s priorities regarding Health and Safety, Quality Management Systems, Insurances, Equality and Diversity and Sustainable Procurement.

25.6. The Officer must ensure that the procurement process and outcome

complies with equality and diversity legislation and Council requirements. It is a statutory requirement for Officers to ensure race equality in procurement processes, however the Council also requires all other aspects of diversity to be considered both in respect of fair access to the Councils procurement processes and the potential contractor’s commitment to equality and diversity in its workplace.

25.7. There must be an assessment of the quality of both Tenderers and tenders

by pre determined non-discriminatory evaluation criteria and weightings, including Whole Life Cycle Cost where appropriate.

25.8. The risks associated with the contract must be assessed in accordance

with the corporate Risk Management Process. Further information on the Risk Management Process is available on the intranet under Risk Management.

25.9. The standard terms and conditions which apply must be stipulated. Where

it is proposed that a form of contract be used, which does not adopt the Council’s Approved Standard Terms (including Industry Standard Terms) Legal Services must approve the use of such form.

25.10. The tender must explain how information provided in the tender will be

treated with regard to statutory requirements, including the Freedom of

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Information Act requirements. 25.11. In cases where the SAP eTendering process is not used, the Invitation to

Tender must request that the tender is submitted to the Officer in a plain envelope or package bearing a tender label giving only the recipient Officer’s name, address, tender title and opening date. The tender label must not identify the name of the tenderer.

25.12. Tenderers must be required to hold their tenders open for acceptance for a minimum of 90 days from the date of opening.

26. Submission, Receipt & Opening of Tenders

26.1. Candidates must be given an adequate period in which to prepare and

submit a proper Quotation or Tender, consistent with the complexity of the contract requirement. Normally at least four weeks should be allowed for submission of Tenders.

The EU Procedure lays down specific time periods see procurement intranet

26.2. Every reply to an Invitation to Tender (not processed via the eTendering

Process) must be addressed to the recipient Officer at the relevant address.

26.3. Officers must notify all candidates of the correct Tender return instructions,

including to whom (officer name) and where the tenders must be returned. In all cases the Tender instruction or notice shall state that no quotation or Tender shall be received by the Council except in a plain sealed envelope /package which shall bear the words “Tender/quotation” (as appropriate) followed by the subject matter to which it relates, but shall not bear any name or mark which would identify the sender

26.4. Tenders submitted by fax or e-mail will not be considered unless specified

in the tender documents. 26.5. Tender packets or envelopes received must be date stamped and locked

away until the specified time for their opening. 26.6. The tendering Officer and a senior professional or management level

Officer must be present during the opening of the tender and at least one such Officer must not be from the directorate responsible for the purchase.

26.7. The Officer must ensure that all Tenders are opened at the same time

when the period for their submission has ended 26.8. A record of the tenders must be logged on the Tender Control Form. 26.9. The opened tenders must be date stamped and signed by the two Officers

at the time of opening on the page containing the overall contract value, alternatively on the pages containing the price information, where no

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overall value is quoted. 26.10. Tenders that are received after the closing date or tenders that are not

submitted in accordance with these Rules are to be disqualified unless it is agreed otherwise by the Procurement Team

26.11. Where the Council is utilising a reverse auction as a procurement

procedure enabling suppliers/providers to adjust their Tender price n the light of information from the Tender prices submitted by competing suppliers/providers, then alterations will be accepted as permitted by the auction process. No procurement shall take place by an electronic reverse auction unless the Head the Harrow Corporate Procurement agrees that such a process is appropriate for the procurement in question and the e auction is completed in line with methods agreed by Corporate Procurement.

27. Pre and Post-Tender Clarification Procedures

27.1. Providing clarification of an invitation to Tender to potential or actual

candidates or seeking clarification of a Tender, whether in writing or by way of a meeting, is permitted. Discussions with Tenderers after submission of a Tender and before the award of a contract (Post tender clarifications) with a view to clarifying mistakes or errors in the Tender submitted, operational provisions or terms and conditions of contract are permitted. Where post Tender clarification discussions are to take place with a supplier, all tenderers involved in the respective exercise must be notified and all information must be documented by the officers conducting the clarification.

27.2. Post-tender negotiation means negotiations with a tenderer after

submission of a Tender and before the award of the contract with a view to obtaining adjustments in both price and content. Negotiations are not permitted under E U procedures save in respect of the Negotiated and Competitive Dialogue Procedures Where post-tender negotiation results in a fundamental change to the specification (or contract terms) the contract must not be awarded but re-tendered.

27.3. However, Post Tender clarification impacting price may only be entered

into if the tender documents, provided advance notice of this intention and the appropriate Service Director has provided written approval for clarifications to be entered into.

27.4. Full, written records must be made and retained on clarifications.

28. Evaluation, Award of Contract & Debriefing Candidates

28.1. Apart from the debriefing required or permitted by these contract

procedure rules, the confidentiality of quotations, Tenders and the identity

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of candidates must be preserved at all times and information about one candidate’s Tender submission must not be given to another candidate.

28.2. Tenders must be evaluated in accordance with the pre-determined award

criteria and weightings. In the case of EU tenders, this is mandatory. During the evaluation process, Officers shall ensure that submitted Tender prices are compared with any pre-Tender estimates and that any discrepancies are examined and resolved satisfactorily.

28.3. Officers must ensure that all statutory requirements are included as

evaluation criteria, e.g. the inclusion of the contractor’s commitment to race equality (in line with the Race Relations Act Amendment 2000). The Councils diversity requirements must be evaluated along with the statutory requirement

28.4. A Supplier Financial Health Check must be requested from the

Procurement Team for all contracts with an anticipated value of over £100,000, excluding Spot Contracts in social care.

28.5. The arithmetic in complaint Tenders must be checked. If arithmetical

errors are found they should be notified to the Tenderer, who should be requested to confirm or withdraw their Tender. Alternatively, if the rates in the Tender, rather than the overall price, were stated within the Tender invitation as being dominant, an amended Tender price may be requested to accord with the rates given by the Tenderer.

28.6. A Contract or Service Level Agreement must only be awarded by an Officer

so authorised according to the Scheme of Delegations.

28.7. All Contracts awarded over the value of £100,000 must be recorded on the

Contracts Register by ensuring that all relevant information is forwarded to the Procurement Team.

28.8. For contracts awarded under the EU procurement rules, Officers must

allow a mandatory minimum standstill period of 10 calendar days between notification of award decision and entering a contractually binding agreement. It is most important therefore that the notification of award decisions is neither a contract award nor a conditional award which may need to be discarded in the event of a challenge within the standstill period.

28.9. Where the total value is at £50,000 and greater, the Officer must notify all

candidates simultaneously and as soon as possible of the intention to award the contract to the successful candidate. Where the standstill period applies Officers must send the following to all persons submitting an expression of interest § The award Criteria § Where appropriate the score of the tenderer obtained against the

criteria § Where appropriate the score of the winning tenderer obtained § The name of the winning tendrerer

No other information should be given without taking the formal advice of

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the procurement and legal team. 28.10. In this event the officer must provide unsuccessful candidates with a period

of at least ten days in which to challenge the decision before the Officer awards the contract. If the decision is challenged by an unsuccessful candidate then the officer shall not award the contract and shall immediately seek advice of the legal team.

28.11. Under EU legislation, suppliers are entitled to a debrief. This will include

details of why the supplier was unsuccessful and the characteristics and relative advantages of the successful supplier, as appropriate. Details must also be provided on how the award criteria were applied.

28.12. If a candidate requests in writing the reasons for a contracting decision, the

Officer must give the reasons in writing within 15 working days of the request, If requested, the officer may also give the debriefing information to candidates who were deselected in the pre tender shortlisting process.

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SUMMARY OF PURCHASING RULES

Rule Total Aggregate Value Procedure Approval Other Essential Requirements Procurement Guide / Online

Resources

10. Low Value Transactions Below 1,000

One Written Quotation preferably from local supplier faxed or e-mailed

Service Manager, Team Leader or other manager

o Purchasers must ensure that this quote represents Best Value

o Keep record for audit purposes o Explore local market

Intranet link – http://harrowhub/site/scripts/documents.php?categoryID=9

11. Intermediate Value £1,000 to £5,000

Two written quotations or one written quote from local supplier

Service Manager, Team Leader


o Keep record for audit purposes o Explore local market o CPR compliance

http://harrowhub/site/scripts/documents.php?categoryID=9

11. £5,001 to £50,000 Three written quotations Purchasers are required to get three competitive quotations, with one preferably from a local supplier

Head of Service, Divisional Directors


o Keep record for audit purposes o Explore local market o CPR compliance


12 High Value Greater than £50,000 to less than EU Thresholds

Formal Tendering process minimum three tenders Fair access to public contracts, and represent MEAT (most economically advantages tender)

Head of Service Divisional Directors

o All of above plus o CPR compliance check & contract

award approval o Advertise where appropriate and on

Harrow website. o Over £100,000 – details on contracts

register o Over £100,000 contract to be sealed. o Award published


13 Transactions greater than EU Thresholds

Formal tendering in compliance with Public Contracts Regulations

Strategic Project Board, Directors, Cabinet,

Compliance with the Public Contracts Regulations 2006 and All of the above.

13 EU thresholds - up to £500,000.00

Formal tendering in compliance with Public Contracts Regulations

Strategic Project Board, Directors, Cabinet

Compliance with the Public Contracts Regulations 2006 and All of the above

13 £500,000 to 5 million Formal tendering in compliance with Public Contracts Regulations

Strategic Project Board, Directors, Cabinet

Compliance with the Public Contracts Regulations 2006 and All of the above

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greater compliance with Public Contracts Regulations

Board, Directors, Cabinet

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Section 4 Contract and Other Formalities

29. Contract Documents

29.1. All relevant contracts that exceed £50,000 shall be in writing and must

state clearly

§ the names of parties § the term of the contract and its conditions § the Goods, Services or Works to be supplied under the Contract § the contract price and payment arrangements § that the supplier may not sub-assign or sub-contract without

prior written consent § any Insurance requirements § duty to comply and help the Council to comply with equality and

diversity legislation § a right of access to relevant documentation and records of the

contractor for monitoring and audit purposes, if relevant; § pricing mechanism and arrangements for payment, including the

payment profile § rights of termination § any specific legislative or other requirements related to the

contract § where the contract involves access to vulnerable adults or

children, a requirement that the contractor’s and any sub-contractor’s staff have up to date Criminal Records Bureau and other relevant checks

§ any other matter relevant to the particular contract

29.2. The formal advice of the Procurement Team (who may refer to Director

of Legal Services or the Directorate of Finance) must be sought prior to award for the following contracts:

(a) where the Total Value exceeds £50,000 (b) those involving leasing arrangements (c) those which are complex or involve a recognisable

risk (d) where it is an extension or variation to an existing

contract that will bring the overall value over £500,000

(e) where invoice payments are made to finance or factoring companies

(f) where it is proposed to use the supplier’s own terms (not recommended)

(g) any other non-routing contracts where the Officer considers it appropriate

29.3. All relevant contracts, irrespective of value, shall clearly specify:

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• What is supplied (ie: the works, materials, services, matters pr things to be furnished, had or done) (description and quality)

• The provisions for payment(i.e. the price to be paid and when) inclusive of the council SAP - purchase to pay process

• The time, or times, within which the contract is to be performed. The provisions for the Council to terminate the contract.

29.4. The Council’s terms and conditions of the contract must be used

wherever possible rather than the suppliers. If you intend to use the suppliers terms, advice from Legal must be sought prior to signing.

29.5. Written records must be kept for six years (twelve years if the contract

is under seal) after the final settlement of the contract. However, documents which relate to unsuccessful candidates may be disposed of confidentially after six months from award of contract, provided there is no dispute about the award.

29.6. Where contracts are awarded to suppliers new to the Council, the

supplier will have to be added to the SAP system. The completion of the electronic online “New Supplier Set-up / Amendment Authorisation” will facilitate the process. Any changes to supplier details must also be forwarded to shared services support team on the “New Supplier Set-up / Amendment Authorisation” (Appendix D) form.

30. Contract Formalities

30.1. Agreements must be completed as follows:

TOTAL VALUE METHOD OF COMPLETION

AUTHORISED BY

Up to £50,000 Signature Use of Purchase Order in SAP/Written Contract for complex requirements

<£10,000 – Managers, Team Leaders <£25,000 – Service Managers <£50,000 – Divisional Directors in line with the approved policies and activities of the Council and provided there is adequate budget provision

Over £50,000, but under £100,000 where sealing is not appropriate

Signature on Written Contract, Purchase Order in SAP

<£100,000 –Divisional Directors, Directors, Executive Directors in line with approved policies and activities of the Council and provided there is adequate budget provision

Over £100,000, but under £500,000

Sealing, Purchase Orders in SAP

Chief Executive (refer to Finance Scheme of Delegations) in line with the approved policies and activities of the Council and provided there is adequate budget provision

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Over £500,000 Sealing, Purchase Order in SAP

Chief Executive (refer to Finance Scheme of Delegations) in line with the approved policies and activities of the Council and provided there is adequate budget provision

30.2 All contracts for the supply of Goods, Services and Works must be concluded before the supply begins

30.3 In exceptional circumstances and with the prior approval of the

Procurement Team and Legal Services a letter of intended acceptance can be issued to allow works or services to commence in advance of contract completion.

30.2. Signature 30.3. The Officer responsible for signing the contract must have been granted

the appropriate written delegated authority and ensure that the person signing for the other contracting party has authority to bind it.

30.4. In the case of contracts for commissioning of care services, where the Total Value of the contract is not known, the Officer responsible must have been granted appropriate written delegated authority to enter into commissioning contracts.

30.5. Sealing

A contract must be sealed where:

(a) the Council wishes to enforce the contract for more than six years after its end (e.g. for land or construction works, some social care contracts); or

(b) the Director of Legal Services advises that it should be sealed to protect the Council

(c) where required by parties to the agreement (d) where the Total Value is expected to exceed £100,000

30.6. Where contracts are sealed, the affixing of the Council’s seal must be

attested by or on behalf of the Director of Legal Services. The Director of Legal Services is responsible for the process of sealing contracts.

31. Bonds and Parent Company Guarantees

31.1 The Officer responsible for the contract must consult Corporate Finance

about whether a Parent Company Guarantee or Performance Bond is necessary when:

(a) a potential supplier is a subsidiary of a parent company and the award is based on an evaluation of the parent company, and the Total Value exceeds £250,000; or

(b) there is concern about the financial stability of the subsidiary supplier.

31.2 The Council must never give a bond

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32. Prevention of Corruption

32.1

The Officer responsible for the contract must comply with the Council Code of Conduct and the Council’s Anti-Fraud & Corruption Strategy and must not invite or accept any gift, reward or benefit in respect of the award or performance of any contract.

32.2

All contracts must contain an appropriate clause that provides protection and the right to terminate the contract in the event of a supplier offering any inducement, committing fraud or committing an offence under the Prevention of Corruption Acts.

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Section 5- Contract Management

33. Managing Contracts

33.1 All contracts over the value of £50,000 and those of a complex

nature below this value must have a designated contract manager whose name must be notified to the Supplier.

33.2 The Contract Manager is responsible for monitoring the performance

of the contractor during the life of the contract. This will ensure that service standards are maintained and that the contractor is complying with the Specification and contract terms. Quarterly monitoring is recommended, including all contract users and stakeholders. Monitoring must include but not be restricted to performance, compliance, cost, statutory requirements, user satisfaction, equalities requirements, health and safety factors and risk management.

34. Risk Assessment & Contingency Planning

34.1 Provision for resources for the management of the contract, for its

entirety, must be identified in the business case. 34.2 For all contracts with a value of £50,000, contract managers must

§ Maintain a risk register during the contract period § Undertake appropriate risk assessments and for identified

risks § Ensure contingency measures are in place

34.3 All price increases (above those written into contracts) requested by

suppliers must be referred to the Procurement Team for advice. Increases agreed within Purchasing Consortia, e.g. West London Alliance must also be discussed with the Procurement Team.

34.4 Be aware that if you deviate from the detailed specification you will

be varying the terms of the contract. Consider who has authority to make such a variation. Any such variation must be written down and use the change control procedure identified in the contract. Check with the Procurement Team or Legal Services before agreeing to changes.

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APPENDIX A

General Exceptions from Contract procedure Rules These Contract Rules all to all Goods, Services and Works purchased by the Council, with the following exceptions: (a) Procurement of Goods, Services or Works where the procurement procedure to be

followed by the Council is the subject of express legislation. (b) Goods, Services or Works procured in an emergency because of a need to respond to

events that were beyond the control of the Council (e.g. natural disasters such as flooding or fires) as long as any expenditure is raised as a Purchase Order in SAP and for any expenditure in excess of £5,000, a Waiver is completed within 3 working days and the Director of Financial and Business Strategy is informed. Any contract entered into by the Council under this Waiver must not be for a term of more than 6 months.

(c) Contracts for the acquisition and disposal of land or property that are covered by a

separate regulation. (d) Contracts of employment for staff. (e) Call off or orders placed against corporate Contracts or Framework Contracts where the

procedures defined in the Contract for call off are followed. (f) Grants, but only where subject to the requirements of the Council’s agreement with the

voluntary sector as approved by Cabinet. (g) The disposal of Council assets that are covered by a separate regulation (h) Framework Contracts let in compliance with these Contract Procedure Rules by

Purchasing Consortia of which the Council is a member, e.g. West London Alliance, London Contracts and Supplies Group, London Housing Consortium.

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APPENDIX B

Waiver Request Form

Ref No: [Please contact Procurement Team for a Waiver No]

HARROW COUNCIL

[DIRECTORATE]

CONTRACT PROCEDURE RULE 3

WAIVING OF CONTRACT PROCEDURE RULE [Insert Rule:10,11,or 12] NATURE OF WORK/SUPPLIES: Please give a detailed description of the goods and services you are purchasing

APPROVAL TO WAIVE CONTRACT PROCEDURE RULE(S) [Insert ] (See users guide overleaf or Contract Procedure Rules) Please state the reason(s) why the above contract procedure rule cannot be complied with: 1. 2. 3. 4. Accordingly, I submit the following alternative method of entering into a contract on this occasion only: [Officer to specify nature of intended contractual relationship with supplier]. By entering into a contract with:- [Company Name] [Address Details] Contract Value [Insert] (Where the extension of an existing contract is being sought, state value of existing contract and how procured). Officers Signature: Officer’s Name: [Insert Name] Officer’s Title: [Insert Title] Date: [Insert Date]

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I am satisfied that it is in the best interests of the Council to enter into a contract for the above work despite non compliance with the Contract Procedure Rule(s) detailed above and in accordance with CPR 3.19, I authorise the placing of a contract for the work. __________________________ Executive Director OR Director* AND __________________________ Divisional Director Procurement OR Service Manager Procurement* __________________________ Date *Note: In cases where the Officer has followed the procurement procedure, but for reasons beyond control the correct number of compliant tenders has not been received, and due to time constraints or market limitations, a re-tender cannot be conducted, the Officer must complete a Waiver form and authorisation is only required from the Director of Finance or the Divisional Director, Procurement or their nominated deputies. PLEASE NOTE THAT OFFICERS MAY NOT AUTHORISE A WAIVER OF CONTRACT PROCEDURE RULES ONCE THE CONTRACT HAS BEEN ENTERED INTO. YOU WILL NEED TO DEMONSTRATE THAT THE COUNCIL OBTAINS VALUE FOR MONEY AND THOSE GOODS/SERVICES/WORKS ARE NECESSARY AND APPROPRIATE. Guide to user:- This waiver document must be used with any clause in the Contract Procedure rules has not been complied with. (Please consult the Contract Procedure Rules – Section 3 and Appendix E for more detailed information). This waiver will be given a reference number and the project registered by the Procurement Team. Once signed by any of the Officers named above the waiver MUST be retained and the register updated as required by the Procurement Team. Two copies of this waiver document must be signed and dated by the authorising Officers. The Officer seeking the waiver must retain one copy and forward one copy to the Procurement Team. The Corporate Management Team and the Overview and Scrutiny Committee will review the waiver register periodically.

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APPENDIX C

Protocol for the engagement of Consultants /Interim Managers This form will be used to track the use of Consultants across the Council. This process will provide detailed management information: Usage, Projects completed and ongoing Annual spend and funding details Deliverables (Outputs and Outcomes) Compliance with Contract Procedure Rules Project delivery, on time and to budget Consultants performance Opportunities for collaboration This proforma will not be required if you have procured staff via Matrix, Pertemps or ASAP. The Council currently gets detailed management information on this expenditure. Definitions: The term “Interim Manager”

Contracts for the provision of a person with particular expertise to assist the Council by working as a member of the Council’s team responsible for a certain task.

The term “Consultant”

Management consultancy contracts in which the consultant undertakes to provide to the Council, advice, guidance and operational assistance services, or coordination and supervision services of resources in preparing, running and completing a project on behalf of the Council.

Procurement Process: Refer to the Contract Procedure Rules to select the procurement route. In choosing the current procurement route please be mindful that the scope of the project is clearly understood to avoid challenge if specification changes, or an increase in the overall cost of the project. If you need any help in completing the proforma please contact the Procurement Team.

Proforma – Engagement

Reason for requirement:

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Please describe the context – e.g. links to other initiatives

Define duties: Please set out briefly the objectives of the role (use bullet points)

Will this work be required within other public sector organisations:

Measures of success Please use bullet points

Supplier Details: Company Name Address Contact Name Phone Number Email

Location of work:

Reporting to: Please detail the person responsible for the specification if different

Reporting format Please set out key milestones

Start date:

Completion date:

Duration of contract:

Hours per day:

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Services Procured by: Tenders o Quotes o

Charges: Fixed charge £ Day rate £

Fixed per diem: Per day £ Mileage Rate – per mile

£0.

Other costs to project: Please set out the cost profile of the engagement (break down in phases if appropriate)

Will the Terms & Conditions be?

Council’s o Supplier’s o

Additional Comments:

Service Manager

Unique No:

Print Name Extension No Department: Date:

Director or Executive Director

Signed:

Print Name Date

Service Manager Procurement or Divisional Director of Finance

Signed:

Print Name: Date: Ref No

Portfolio Holder (if over £100,000)

Signed:

Print Name Date

Evaluation and Review:

Completed by:

Date

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Equal Opportunities Monitoring Information We ask for your cooperation in providing the following information. The Council monitors its Recruitment and Selection process to assess the effectiveness of our Equal Opportunities Policy. The information given will be in strict confidence and will be used only in the monitoring exercise, which will help to achieve equality of opportunity in the Council’s employment.

I consider my ethnic origin to be: (Tick appropriate box)

Asian or Asian British Black or Black British

Chinese or other Ethnic Group

Bangladeshi African Chinese

Indian Caribbean Any other Ethnic Group

Pakistani Black Other

Asian Other

Mixed White Gender

White & Black African British Female

White & Black Asian Irish Male

White & Black Caribbean White Other

Mixed Other

Disability

The following question on disability is designed to enable us to assess what action we might take to offer positive employment opportunities for people with disabilities. If you consider that you have a disability i.e. a physical or mental impairment which has a substantial or long term (at least 12 months) adverse effect on your ability to carry out normal day to day activities, including depression, diabetes, dyslexia, epilepsy, cancer. This information will assist us assessing the impact of policies and procedures on people with disabilities.

Do you have a disability? Yes o No o

If yes, please describe how the disability affects you. Further please state if there are any particular arrangements you would like us to make to assist you.

Age (tick appropriate box)

16 – 17 o 18 – 19 o 20 – 24 o 25 – 29 o

30 – 34 o 35 – 39 o 40 – 44 o 45 – 49 o

50 – 54 o 55 – 59 o 60 – 64 o 65 + o

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APPENDIX D

PROCUREMENT NEW SUPPLIER SET-UP/AMENDMENT AUTHORISATION

NEW SUPPLIER SET UP AUTHORISATION

o SUPPLIER AMENDMENT AUTHORISATION

o

Your Name: Contact Number:

Supplier sourced by (in accordance with Contract Procedure Rules)

1 Quote

Under £1,000

2 Quotes £1,001 – £5,000

3 Quotes £5,001 – £

50K

3 Tenders £50,001 -

£100K

4 tenders or EU

£100,001 +

o o o o o

Purchase

One-off o On-going o

If On-going

Start Date End Date

Spend

Fixed cost £ Annual £

This form will not be authorised by Procurement if it has not been completed in full including the above information.

Supplier Name

*SAP Supplier Number

Phone Number

Address

Postcode

Contact Name

Phone Number

Fax Number

E-mail address for SAP orders

E-mail address for SAP remittance advices

*SAP supplier number to be entered for supplier amendments only

Description of Goods/Services/Works

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Commodity Code/ Cost Element

Bank Sort Code

Bank Account Number

If payment is made to another company (i.e. a Factoring Company) please enter details below.

Name

Address

Post Code

Contact Name

Phone Number

E-mail Address

Bank Sort Code

Bank Account Number

Local Supplier

Yes o No o

SME/BME/ Voluntary Org

Yes o No o

Terms and Conditions

Council’s o Supplier’s o

SAP Payment Terms

Harrow Standard Terms: 30 days payment terms from the date the invoice is received by Harrow Council

o Other (please specify) e.g. 14 days with a 2% discount negotiated for earlier payment

o

Department Manager

Print Name: Signature:

Extension No: Department: Date:

Procurement (Ext. 7685)

Signed:

Print Name: Date:

Additional Comments:

NOTE: Please note that failure to provide relevant details such as Contract Procedure Rules compliance, bank details and email addresses for orders will result in a delay in the supplier being set up. Before a form is completed, please check whether the supplier (or similar supplier) is set up in SAP.

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If the supplier to be set up is a CIS vendor, a Finance Only vendor, or a Social Care vendor, please make a note in Additional Comments. Construction Industry Suppliers can only be set up upon Accounts Payable seeing the CIS Cardholder (CIS4 & CIS6 CARDS) or in respect of CIS5 Cards, an original letter from the company will suffice (faxed or photocopies not acceptable – Inland Revenue regulations).

Once completed, this form must be returned to: ‘Procurement, Procurement’ (GroupWise). The Procurement Team (ext: 5479) will check the form for compliance and then pass to the SAP Support Team (Ext 2867) to add to the SAP system.

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GLOSSARY OF DEFINITIONS “Agency” A supplier, or consultant employed to act on behalf of a Council

officer” “Annual Procurement Plan”

A plan identifying major projects so that appropriate resources can be identified. It also provides a basis for PINs and other information provided to suppliers to give advance notice of tendering opportunities

“Approved Contract” A Contract that has been created in accordance with the Contract

Procedure Rules for call off or use by the Council. A list of Contractors can be found on the SAP Contracts database. If in doubt whether a Contract is approved or not, contact the Procurement Team.

“Approved List” A pre-approved list of suppliers selected by their completion of a

Pre Qualification Questionnaire which meets the Council’s requirements.

“Approved Standard Terms”

Includes industry standard terms and template terms and conditions set up for use by the Council.

“Award Procedure” The procedure for awarding a contract. “Best Value” The duty on local authorities to secure continuous improvement in

the way in which functions are exercised, having regard to a combination of economy, efficiency and effectiveness as implemented by the Council.

“Best Value For Money”

The optimum combination of whole life costs and benefits to meet the customer’s requirement. Such term equates to the EU procurement requirement “most economically advantageous offer”.

“Block Contracts” Contracts usually relevant to Adult and Housing services where a

number of beds, places or services are provided by the contractor at pre-agreed pricing schedules, to which the Council may refer users over the contract period.

“Bond” An insurance policy. If the contractor does not do what it has

promised to under a contract within the Council, the Council can claim from the insurer the sum of money specified in the bond (often 10% of the contract value). A bond is intended to protect the Council against a level of cost arising from the contractor’s failure.

“Call off Contract” Contract that covers a list of defined products or services where

the price structure is defined and the contract is listed as an Approved Contract on SAP.

“Chief Officer” The Officers defined as such in the Constitution.

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“Code of Conduct” The code regulating conduct of Officers contained within the

Council’s Constitution “Constitution” The document setting out the procedures under which the Council

operates and how decisions are made. “Contracts Register” A register held and maintained by the Council containing details

of contracts entered into by the Council. “Contract Procedure Rules”

The rules required in accordance with section 135 of the Local Government Act 1972 (‘the Rules’)

Engagement of consultants

Any use of professional help in supporting deliverables. Refer to the Protocol for the use of Consultants published on the Procurement Intranet site and attached at Appendix C.

E-Procurement E-Procurement is an electronic end-to-end procurement process

management system that provides secure, EU compliant tendering and automated analysis tools inclusive of e-auction, e-tendering, e-sourcing.

“EU Notice” Notice posted in the Official Journal of the European Union.

Includes a Prior Information Notice, a Contract Notice or a Contract Award Notice.

“EU Threshold” The financial threshold above which EU public procurement

directives must be applied if expected to be exceeded by the Total Value. Details are available on the intranet under Business Development/Procurement. The Threshold changes on 1 January each year and is £156,442 for Goods and Services and £3,927,260 for works as of 1 January 2010.

“Executive Director” The executive directors from time to time of Corporate Finance,

Adults & Housing, Children’s, Community and Environment, and Chief Executives Directorates of the Council.

“Financial Officer” The most senior Officer representing the Executive Director

(finance) or designated by him to provide financial advice to the Chief Officer.

“Financial Regulations”

The Financial Regulations as approved by the full Council and set out in the Constitution.

“Framework Contract” A Contract where the overall terms and conditions are agreed but

the cost of each call off varies dependent upon the requirement. This is limited to a maximum term of 4 years under EU Regulations.

“Goods” Any goods to be supplied by the Supplier (or Supplier’s sub-

contractor) under the Purchase Order or Contract as specified by the Specification.

“Industry Standard Specific terms or conditions which are relevant only to the Goods

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Terms” or service being purchased, or the industry sector or market within which the Contract will operate.

“Insurance” The Supplier shall maintain employers and public liability

insurance cover with a reputable insurance company to the satisfaction of the Council and with minimum indemnity limits per occurrence of £10,000,000 and £5,000,000 respectively. In addition, at the request of the Council, the Supplier may be required to maintain professional indemnity cover with a minimum indemnity limit of £1,000,000 per occurrence. Proof of cover will be produced before the Contract is completed and at any time on demand by the Council including the policy and evidence of premium payment.

“Intermediate Value Transaction”

Transactions for Goods or Services valued at over £5,000 but under £50,000 where the transaction cannot be carried out using an Corporate Contract.

“Invitation to Tender” Invitation to Tender (ITT) documents in the form required by

Contract Procedure Rules. “Low Value Transaction”

Transactions valued at or below £5,000 that cannot be obtained via an existing Corporate Contract.

“Local” Within the boundary of Harrow “Local Business" Organisations (private, voluntary and or community led) within

Harrow who can provide goods and services to the Council

“Members” The elected representatives of the Council. “Officer” A person with appropriate delegated authority to act on the

Council’s behalf. “Parent Company Guarantee”

A Contract which binds the parent of a subsidiary company as follows: If the subsidiary company fails to do what it has promised under a Contract with the Council, they can require the parent company to do so instead.

“Partnership Arrangements”

Contract arrangements (including PPP and PDI) where the Council seeks to develop a relationship with a supplier based on partnership principles with a supplier thereby sharing the costs and risks involved.

“Performance Bond” An insurance policy: If the contractor does not do what it has

promised under a Contract with the Council, the Council can claim from the insurer the sum of money specified in the Bond (often 10% of the Contract value). A Bond is intended to protect the Council against a level of cost arising from the Contractor’s failure.

“PFI” Private Finance Initiative

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“PIN” Prior Information Notice for publication in OJEU. “PIN”

“Portfolio Holder” The Cabinet Member with executive responsibility for a particular

Contract. “PPP” Public Private Partnership “Pre-determined objective selection criteria”

The factors that will be assessed as part of the selection for tender short listing or final evaluation. These are normally basked up by a scoring mechanism and guidelines to enable an objective assessment. These are mandatory in the Invitation to Tender documents for tenders over the EU Threshold.

“Procurement Intranet Site”

Intranet site for the Procurement Team that contains details of procurement best practice and supporting documentation and forms. This information is available on the intranet under Procurement.

“Pre Qualification Questionnaire”

The questionnaire usually sent to suppliers who express an interest in tendering for Contract which seeks details and information about their technical, financial and organisational ability to perform the Contract.

“Procurement Strategy”

Defines the overall approach to procurement related activity for the Council. The terms and conditions of employment by contractors of their workers or the composition of, the arrangements for the promotion, transfer or training of or other opportunities afforded to their workers

“Procurement Team” The Procurement Team is responsible for supporting the Council

in its procurement activity. Details of specific responsibilities are detailed on the Intranet site under Procurement.

“Purchasing Cards” A Corporate Purchasing Card has been introduced for the

purchase of low value Goods, Works or Services. Full details relating to the use of the card can be found on the Finance Intranet site.

“Purchasing Consortia”

Purchasing Consortia exist to maximise the value to its members of the products or services which they purchase by working with each other and with suppliers to reduce the variety of products and services and consolidate the amount purchased by the member authorities and sharing of procurement expertise.

“Purchase Order” The mandatory order created in the SAP system for Goods,

Works or Services. More details can be found in the Finance Regulations. Any involvement of the business activities or interests of contractors with irrelevant fields of government policy.

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“Quotation” A quotation of price and any other relevant matter (without the formal issue of an ITT).

“Regulations” The UK regulations implementing the EU public procurement

directives. “Regulations”

“Risk Management Process”

The Audit and Risk Management Group support the Council in identifying areas of risk. Details of the corporate process can be found on the intranet under Business Development/Risk Management. The conduct of contractors or workers in industrial disputes between them or any involvement of the business activities of contractors in industrial disputes between other persons.

“Relevant Contracts” Relevant Contract is any arrangement made by, or on behalf of,

the Council for the carrying out of work or for the supply of goods, materials or services

“SAP Contract Database”

Database of current and proposed Contracts held in SAP.

SME’s Small to medium enterprises. “Scheme of Delegation”

The Scheme of Delegations covers responsibilities in terms of Contract authorisation, the inputting and authorisation of information into SAP etc. The country or territory of origin of supplies to, or the location in any country or territory of the business activities or interests of, contractors.

“Services” Means the services to be provided as specified in the

Specification and shall, where the context so admits, include any materials, articles or goods to be supplied there under.

“Service Level Agreement”

An agreement specifying the levels of service to be attained under a Contract for Services Any political, industrial or sectarian affiliations or interests of contractors or their directors, partners or employees.

“Specification” The document usually attached as a schedule to the Contract

specifying in detail the Council’s precise requirements relating to the Goods, Services or Works.

“Spot Contract” One-off contracts meeting individual users needs, or contracts

where a number of beds, places or services are provided by the contractor without pre-agreed prices, such prices to be agreed upon each referral of a user over the contract period. Financial support or lack of financial support by contractors for any institution to or from which the Council gives or withholds support.

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“Supplier Financial Health Check”

A financial risk assessment of the finances of Company, parent or group of organisations in order to establish their liquidity, profitability, stability and capability to support a Contract of the value required. The Procurement Team is able to provide a health check on potential suppliers.

“Tenderers” Organisations who have been invited to submit a tender to the

authority. Use or non-use by contractors of technical or professional services provided by the Council under the Building Act 1984.

“Tender Control Form”

The form to be filled in at the time of tender opening and completed prior to recommending a tender for acceptance.

“Tender Portal” To be found on the Harrow Internet site, where potential suppliers

can view details of and register interest in forthcoming tender requirements of the Council. A list of Harrow businesses is also available on this site.

“Total Value” The whole of the value or estimated value (in money or equivalent

value) for a group of similar commodities or services:

• whether or not it comprises several lots or stages across the Council as a whole

• whether or not it is to be paid or received by the Council or a Discrete Operational Unit within the Council.

The Total Value shall be calculated as follows:

• where the Contract is for a fixed period, by taking the total price to be paid or which might be paid during the whole of the period;

• where the purchase involves recurrent transactions for the same type of item, by aggregating the value of those transactions in the coming 12 months;

• where the Contract is for an uncertain duration by multiplying the monthly payment by 48;

• for feasibility studies: the value of the scheme or Contracts which may be awarded as a result;

• for nominated suppliers and sub-contractors: the Total Value shall be the value of that part of the main Contract to be fulfilled by the nominated supplier or sub-contractor;

• where an in house service provider is involved, by taking into account redundancy and similar/associated costs.

“TUPE” The Transfer of Undertakings (Protection of Employment)

Regulations 1981 “Value for Money” Improvements in the combination of Whole Life Costs and the

quality that meets the user’s requirements. They will be secured as a result of positive action of staff involved in commercial transactions.

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“Waiver” An exception from strict compliance with Contract Procedure Rules granted in accordance with section 1, 3 and Appendices A and B of the Rules.

“Whole Life Cost” Whole Life Costing is a technique to establish the total cost of

ownership. It is a structured approach that addresses all the elements of this cost and can be used to produce a spend profile of the Goods, Work or Service over its anticipated lifespan.

“Works” Means the work or works to be provided as specified in the

Specification. “Written Quotation” Must be a firm offer capable of acceptance in letter, fax or email

and must be addressed personally, contain pricing information and delivery details. Printouts of catalogues are not written quotations.

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London Borough of Harrow May 2006 Miscellaneous Procedure Rules 4J - 1

J. Miscellaneous Procedure Rules

1.1 Right to inspect land, premises etc.

Unless specifically authorised to do so by the Council or a Committee or the Executive, a member of the Council may not claim by virtue of his or her membership of the Council, any right to inspect or to enter upon any lands or premises which the Council have the power or duty to inspect or enter.

1.2 Right to authorise or issue works orders

Unless specifically authorised by the Council or the Executive or a Committee to do so, a member of the Council shall not issue any order authorising any works, which are being or might be carried out on behalf of the Council.

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LONDON BOROUGH OF HARROW

FINANCIAL REGULATIONS

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Financial Regulations

1. Purpose 1.1 The purpose of this document is to set out the Financial Procedure Rules of the

Council having due regard to the overall regulatory framework of the Local Authorities, as well as to Harrow’s own approach to financial management.

1.2 To conduct its business effectively, the Authority needs to have sound financial management policies in place that are strictly adhered to. Part of this process is to adopt and implement Financial Procedure Rules. The Regulations contained herein have been drawn up to ensure the financial matters of the Authority are conducted properly, reflect the application of best practice and the requirements of legislation. These include but are not restricted to:

a. S151 Local Government Act, 1972; b. S113 Local Government Finance Act, 1988; c. S114 and S114 (7) Local Government Finance Act, 1988; d. Local Government Act, 2003 (England and Wales); e. Proceeds of Crime Act, 2002, as amended by the Serious Organised

Crime and Police Act 2005 (POCA); f. Accounts and Audit (England) Regulations, 2011 – DCLG; g. Approved Accounting Standards – International Accounting Standards

Board h. Code of Practice on Local Authority Accounting – CIPFA; i. Code of Practice on Internal Audit – CIPFA; j. Public Sector Internal Audit Standards – CIPA and IIA; k. Code of Recommended Practice for Local Authorities on Data

Transparency – CLG; l. Money Laundering Regulations, 2007; m. Prudential Code for Capital Finance in Local Authorities – CIPFA ; n. Service Reporting Code of Practice – CIPFA; o. Statement on the Role of the Chief Financial Officer – CIPFA; p. Standing Guide to Commissioning Local Authority Work and Services –

CJC; q. Statement on the Role of the Finance Director in Local Government –

CIPFA (2010); r. Treasury Management in the Public Sector Code of Practice – CIPFA

1.3 They also seek to reinforce the standards of conduct in public life required by the Authority of its members and officers, and in particular the need for openness, accountability and integrity. 2. Status 2.1 Financial Procedure Rules provide the framework for managing the authority’s financial affairs and form part of the Authority’s constitution. They apply to every Member and officer of the authority. The Financial Procedure Rules should not be seen in isolation, but rather as part of the overall regulatory framework of the Authority that includes the role of committees, codes of conduct for members and officers, schemes

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of delegation and standing orders for tenders and contracts, as well as detailed procedure guides. The role of the Chief Finance Officer is defined in detail in the Council’s Constitution. 2.2 Compliance with Financial Procedure Rules is mandatory. Breaches of Financial Procedure Rules of a serious nature may result in disciplinary proceedings. Breaches shall be reported in the first instance to the CFO who will decide what further action needs to be taken, in consultation with the Monitoring Officer

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4. CONTENTS Section A Financial Management Framework p2 Section B Financial Management p10 Section C Corporate Governance, Risk Management & Control of Resources p20 Section D Financial Administration p37 Section E External Relationships p49 Section F Delegated Limits p53 Section G Glossary p61 References are made throughout the individual sections to delegated limits of authority. The actual value of each limit is contained in Section F in order to avoid reviewing the whole set of Financial Procedure Rules when changes to delegated limits are requested.

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Section A - Financial Management Framework A1 Financial management covers all financial accountabilities in relation to the running of the authority, including the policy framework and budget. POLICY FRAMEWORK

Roles and Responsibilities

A3 These are described in Article 4 part 3 A of the Constitution THE STATUTORY OFFICERS A4 The role and responsibilities of the Statutory officers are laid out in Article 12 of the constitution. Directors: A5 For the purpose of these regulations only, Directors includes the Chief Executive, all Corporate Directors, Directors and Divisional Directors and Heads of Maintained Schools. A6 Directors are responsible for ensuring that executive members are advised of the financial implications of all proposals and that the financial implications have been agreed by the CFO A7 It is the responsibility of Directors to consult with the CFO and seek approval on any matter liable to affect the authority’s finances materially, before any commitments are incurred. The must also provide the CFO with the access they require to all locally held financial records and systems. A8 Directors' responsibilities also include:

• ensuring their staff including consultants or temporary staff are aware of the existence and content of the authority’s Financial Procedure Rules and other internal regulatory documents and that they comply with them;

• notifying the CFO of any situation that may create a contingent liability, potential claim or an overspend of their budget;

• signing contracts on behalf of the Council within the approved Officers’ Scheme of Delegation and Contract Procedure rules;

• Complying with any Council wide spending restriction protocol determined by the CFO;

• ensure that there is an effective management hierarchy and budget management.

A9. A delegation in Financial Procedure Rules to a Chief Officer shall permit further delegation to other officers, provided that the terms of the delegation are clearly documented and authorised. Directors remain accountable for their operation.

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Head of Internal Audit A10 The Head of Internal Audit is a senior manager who heads the Internal Audit Service. They must be professionally qualified and suitably experienced. They support the delivery of the Council’s strategic objectives by providing objective scrutiny and advice and championing best practice on all aspects of governance, risk management and internal control. Other Accountabilities Virement A11 The full council is responsible for agreeing procedures for virement of expenditure between budget headings. Treatment of year-end balances A12 The full council is responsible for agreeing procedures for carrying forward under- and overspendings on budget headings. Accounting policies A13 The CFO is responsible for selecting accounting policies and ensuring that they are applied consistently. Accounting records and returns A14 The CFO is responsible for determining the accounting procedures and records for the authority. The annual statement of accounts A15 The CFO is responsible for ensuring that the annual statement of accounts is prepared in accordance with the Code of Practice on Local Authority Accounting in the United Kingdom and in accordance with statutory deadlines. A16 The Audit Committee is responsible for approving the annual statement of accounts within the statutory deadlines. Budget Holders A17 Budget holders are responsible for their delivery and monitoring of their service revenue and capital budgets and achieving the level of service/performance required to be delivered within them. Individual’s responsibilities A18 All employees involved with finance should be aware of the regulations and relevant procedures for their work area. If an officer is unclear about some aspect of these rules they should seek advice before acting from their line manager, Finance Business Partner or Head of Internal Audit or Risk Management. A19 All members and staff have a general responsibility for taking reasonable action to provide for the security of the assets under their control, and for ensuring that the use of these resources is legal, is properly authorised and provides value for money.

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Schools A20 Delegated budgets of schools, in accordance with the Schools Standards and Framework Act 1998, remain part of the authority. The statutory responsibilities of the CFO apply to schools in the same way as any other part of the Council. A21 Financial Regulations issued by the Council applying to maintained schools which differ from those issued to Directors must be agreed with the CFO and the relevant statutory bodies. Where there is a conflict between the Councils approved Financial Procedure Rules and the schools statutory financial framework, such as the Schools Financial Value Standards or the Scheme for Financing Schools, the statutory frameworks shall apply.

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B. Financial Management B1 Financial management covers all financial accountabilities in relation to the running of the authority, including the policy framework and budget. Policy Framework B2 The full council is responsible for agreeing the authority’s policy framework and budget, which will be proposed by the executive. In terms of financial planning, the key elements are:

• the corporate plan;

• the revenue budget and;

• the capital programme. B3 The full council is responsible for approving the policy framework and budget. The Local Government Act 2000: Guidance to English Local Authorities includes an obligation for the adoption or approval of specified plans and strategies of the local authority. The Regulations also allow local authorities to specify additional plans or strategies (statutory or non-statutory) to be adopted or approved by the full council. The detailed policy framework can be found in Article 4 of the Constitution. B4 All members and officers have a duty to abide by the highest standards of probity dealing with financial issues. This is facilitated by ensuring that all officers are clear about the standards to which they are working and the controls that are in place to ensure that these standards are met. B5 Members and the CFO shall receive updates on the financial performance of the Authority by receiving regular budget monitoring and outturn reports, and also the annual External Audit management letter. B6 The Head of Paid Service will ensure there is an effective performance management framework in place that brings together financial and non-financial information in a meaningful way to assist financial planning and management. B7 The CFO shall ensure that all officers:

• Are aware of, and comply with, proper financial management standards, including these Financial Procedure Rules;

• Are properly managed, developed, trained and have adequate support to carry out their financial duties effectively.

B8 Directors shall ensure that specific duties and responsibilities in financial matters are made clear to individual officers and that these are properly recorded. This includes ensuring that Financial information is made available to the CFO to enable accurate and timely monitoring and reporting of comparisons of national, regional and local financial performance indicators.

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B9 All officers, but especially the statutory officers should be mindful of the ‘Wednesbury’ rules which emphasise the importance of ensuring that when developing policy all relevant matters are properly considered. Financial Planning B10 The Head of paid service will ensure that there are processes in place to develop corporate priorities, a corporate strategy and directorate service plans. B11 The CFO will ensure that procedures are in place for an integrated financial planning process, linked to the corporate strategies and service plans. B12 The annual Budget and MTFS, capital programme, Treasury Management Strategy and Housing Revenue Account are agreed by the Cabinet for consultation with stakeholders according to the statutory timetable. The Council must agree the final budget prior to the 11th March and in accordance with the statutory deadlines. Medium Term financial Strategy (MTFS) B13 The CFO shall ensure that there are sound medium to long term financial plans for both revenue and capital and that these are subject to regular review, including the continuing relevance of the underlying assumptions. B14 The CFO shall determine the format of the Medium Term Financial Strategy to be presented to the Authority, in consultation with the Head of Paid Service. The format is to comply with all legal requirements and with latest guidance issued by CIPFA. B15 The CFO is responsible for issuing financial planning guidance, co-ordinating the MTFS process, ensuring that it is integrated with service planning and that there is effective consultation with members, officers and other stakeholders. He/she is ultimately responsible for ensuring that a lawful budget is approved by Council. B16 The CFO shall ensure that roles and responsibilities in budget development, management and monitoring are clear and that there is adequate financial advice and support to officers and members. B17 The CFO, in consultation with Directors, is responsible for providing timely advice on the available funding options for the budget for at least three years after the current financial year. This includes advice on central government funding, capping, general grant, fees and charges and other grants, options for borrowing and appropriations to and from reserves and use of provisions, based upon an interpretation of government funding assumptions and the information available at that time. This will include potential implications for local taxation. B18 The CFO will actively seek to increase and diversify the authority’s resource base, within an appropriate risk management strategy. B19 It is unlawful for an authority to set a deficit budget. Under section 25 of the Local Government Act 2003 the CFO is responsible for advising the Cabinet and the Council on the robustness of the budget and on the adequacy of the levels of reserves.

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B20 Directors are responsible for responding to the guidance, meeting deadlines, drafting integrated service and financial plans, and identifying and quantifying issues and risks which have an impact on the budget over the medium term. B21 Directors have overall responsibility for ensuring that their proposals are robust and that they have identified all of the issues and for giving this assurance to the CFO. This will include:

§ policy requirements approved by the Authority as part of the policy framework;

§ unavoidable future commitments, including legislative requirements; § initiatives already underway; § spending patterns and pressures revealed through the budget monitoring

process; § proposed service developments and plans which reflect public consultation; § the need to deliver efficiency and/ or productivity savings; § government grant allocations and other external income; § revenue implications of the draft three year capital programme;

B22 Directors must ensure that the guidelines and associated instructions are fully cascaded through their service managers so that all budget managers understand and are involved in the budget setting process from bottom up. B23 Given that there is likely to be a gap between available resources and required resources, Directors must ensure that spending plans are prioritised carefully. Capital Strategy B24 The CFO will revise annually, in consultation with Directors, the corporate Capital Strategy within the agreed timetable. The strategy will cover a minimum of four years and should show how capital investment will be prioritised to deliver the authorities objectives and priorities. The CFO will seek member approval for the Capital Strategy in line with the Scheme of Delegation. B25 Directors will contribute to the development of the Capital Strategy within the corporate deadline and will ensure it is consistent with Directors’ other plans and strategies. Annual Revenue Budget Preparation and Approval B26 The budget is the financial expression of the Council’s plans and policies. The Council has adopted an integrated planning framework to ensure that the corporate plan and MTFS are developed in tandem. B27 The format of the annual budget determines the level of detail to which financial control and management will be exercised and shapes how the virement rules operate. The general format of the Budget will be approved by the Council on the advice of the CFO. The proposed budget will include allocations to directorates at service level, proposed taxation levels, contingency funds and allocations to reserves and balances.

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B28 The Executive must before 31st January each year approve the Council tax base for the following financial year. The CFO will inform precepting and levying bodies of the approved Council tax base. B29 The CFO will determine the probable Collection Fund surplus or deficit for the year, notify precepting bodies, and report to the Executive before the 15th March. B30 The Executive will make recommendations to the Council regarding the annual budget for the following financial year and the Council tax required to finance it, including any prudential borrowing. B31 At a meeting on or before 11th March each year, the Council will approve the budget and any prudential borrowing proposal and set the resulting Council tax for the following financial year. Format of the Annual Budget B32 The format of the budget determines the level of detail to which financial control and budget management will be exercised. B33 The CFO will:

• Advise members on the format of the budget to be proposed by the executive to be approved by full Council in accordance with statutory requirements. The draft budget should include allocations to different services and projects, proposed taxation levels and contingency funds;

• Determine the detailed form of revenue and capital estimates and the method for their preparation. They shall be consistent with the approved budget.

B34 Directors will comply with the guidance issued by the CFO and provide the information required to produce a balanced budget, in the format and to the timescales specified. Budget preparation B35 The CFO is responsible for ensuring that a revenue budget is prepared on an annual basis and consistent with the MTFS, before submission to the full council. B36 The full Council may amend the budget or ask the executive to reconsider it before approving it. B37 The CFO is responsible for issuing guidance on the general content of the budget as soon as possible following approval by the full Council. They will ensure that:

• The Budget format will be consistent with statutory and CIPFA guidance and will be on a Total Cost basis. All expenditure budgets and revenue costs must be gross, and not reduced by any income, even where the income is in respect of a successful insurance claim or other reimbursements or abatements of expenditure;

• A Corporate Budget Book is issued at the start of each financial year at an appropriate level of detail;

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• The revenue budget will be presented and approved at service level by full Council following the recommendation by the Cabinet and having considered the advice of the CFO. This will determine the level of detail to which financial control and management can be exercised.

B38 It is the responsibility of Directors to ensure that budget estimates reflecting agreed service plans are submitted to the executive and that these estimates are prepared in line with guidance issued by the CFO.

Preparation of the Capital Programme

B39 Capital expenditure, involves the acquisition, creation or the significant enhancement of fixed assets with a long-term value to the Authority, such as land, buildings, and major items of plant, equipment, vehicles or intangible assets such as IT systems or software licences. Capital assets shape the way services are delivered for the long term and create financial commitments for the future in the form of financing costs and revenue running costs. B40. Any expenditure on a single capital item, or a group of similar items within a financial year, that totals less that the capital de minimis outlined in Section F, is to be treated as revenue. B41 The CFO is responsible for:

• producing an annual capital strategy for approval by the Cabinet and Council;

• setting up procedures under which capital expenditure proposals are evaluated and appraised to ensure that value for money is being achieved;

• ensuring that a Medium-Term Capital Programme is prepared annually which is derived from the Capital Strategy, the Asset Management Plan, and the evaluation process;

• that the capital programme is consistent with corporate, service and asset management objectives and priorities;

• that there is a robust process for scrutinizing the capital schemes to be added to the capital programme;

• that the programme is fully funded and is affordable and sustainable in accordance with the Prudential Code;

• setting up procedures for corporate monitoring of all sources of capital funding;

• That the tax implications of significant capital schemes are considered, including the impact on the VAT partial exemption calculation;

• That the revenue implication of capital schemes are included in the Budget and MTFS.

B42 The inclusion of a scheme in the approved Capital Programme does not imply automatic approval to spend. These can be subject to meeting further criteria relating to the objectives, cost or funding confirmed through the governance process. Directors must ensure that all necessary levels of approval in accordance with the associated financial procedure note have been obtained for projects to proceed.

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B43 Directors are responsible for ensuring that where a project is dependent on external funding, it must not proceed until there is confirmation that this has been secured and the grant conditions can be met. B44 In all cases Directors must follow the Procurement Contract Procedure Rules before expenditure is incurred.

Budget Amendment

B45 Approved revenue budgets, subject to legislative limitations, may be amended during a financial year in the following circumstances: a) virements in accordance with the Scheme of Virement; b) underspendings approved for carry forward from previous years in accordance with approval guidelines; c) supplementary requests from General Fund reserves or the Council Contingency Funds with the approval of the Cabinet Member for Finance or full Cabinet; d) grants, in accordance with the scheme of virement. B46 Where the responsibility for a service is transferred from one department to another, the Director of Finance will transfer the appropriate resources in consultation with the relevant chief officer(s) and report to the Executive at the earliest opportunity. B47. The CFO will provide a schedule of r`evenue grants as part of the overall budget proposals to the Council. Capital grants are shown in relation to the capital programme. All grants including new grants received in year will be reported to the Cabinet via the quarterly financial monitoring. Scheme of Virement B48 A virement is a planned movement of resources between approved budgets that leaves the overall Authority revenue and capital budget unchanged. Ad-hoc virements during the year are generally discouraged, especially where they relate to temporary adjustments. The financial Limits for the scheme of virement are outlined in Section F and are intended to enable the Directors to manage their service budgets with a degree of flexibility within the overall policy framework determined by the Authority. B49 The exceptions to the above framework that are not allowed are:

(a) provisions included within departmental budgets on the instructions of the CFO, e.g. insurance, capital and depreciation charges, leasing costs, transfer payments, central support service recharges and revenue expenditure funded from capital etc, can only be vired by the CFO;

(b) virement between capital and revenue;

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(c) virements between an income budget line and an expenditure budget line require the approval of the CFO, as they change the revenue commitments of the Authority;

(d) Budget variances that apply to the current year only. These should

generally be reported as a Variance in the monthly forecast;

(e) Between salaries and non salaries budget heads unless supported by a properly approved amendment to the establishment.

B50 All requests for virement must be made in the format and at a time prescribed by the CFO. All virements require the approval of the CFO. The CFO who will keep a record of all virements and provide a summary report on the approved virements at least quarterly to the Corporate Management Team and the Executive. B51 For the purposes of the financial limits outlined in Section F virements between the budget heads within the same financial year must be aggregated. Budget Monitoring and Control B52 The CFO is responsible for providing appropriate financial information to enable budgets to be monitored effectively and for presenting consolidated monitoring reports to the executive on a regular basis. Overview and Control B53 Budget management is a continuous process that ensures the approved resources are used for their intended purpose and are properly accounted for, subject to virement rules. It also provides the mechanism that calls to account managers responsible for defined elements of the budget. B54 The Authority itself operates within an annual cash limit, approved when setting the overall budget. To ensure that the Authority in total does not overspend, each budget holder is required to manage expenditure within their budget allocation, subject to the rules of virement. B55 Management of budgets must not be seen in isolation but in conjunction with service outputs and performance measures, which bring together financial and non-financial information in a meaningful way. Revenue Budget Monitoring B56 The CFO has overall responsibility for ensuring that there are appropriate systems in place to ensure that relevant, accurate, complete and timely budgetary control information is received by budget holders, Directors and members. The process will include reporting the financial position relative to the revenue budget and capital programme to the Corporate Strategy Board (CSB) and the Cabinet on a regular basis.

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B57 Directors must ensure that there is a clear allocation of responsibility for revenue budgets at cost centre level and capital schemes within their areas. Budget responsibility should be aligned as closely as possible to the decision making that commits expenditure. B58 Directors have authority to incur expenditure on the approved policies and activities of the Council where financial provision exists in the approved budget for the year. The scheme of delegation is included at Section F. It sets out the limits for authorising financial transactions. Directors should ensure that they properly record any local delegations specific to their service area. B59 Directors are responsible for ensuring that they manage expenditure within the total net budget for their services. Over spends and under spends relative to the approved budget should be formally reported as soon as they are known and closely monitored. At the same time corrective action to be taken by managers should be identified. Budget monitoring should reflect the level of risk associated with particular budgets. B60 Directors and Budget Holders should monitor and report on significant and overall income performance at each monthly reporting interval with the same rigour as applied for expenditure monitoring. Income should be tracked each month to ensure overall income forecasts are likely to be met and to respond to any changes in income with either service or charge alterations. Capital Monitoring B61 The CFO is responsible for the preparation, review and monitoring of the capital programme. The CFO must ensure that all capital proposals are supported by option appraisals; robust costed business cases including whole life costing in accordance with proper governance arrangements as set out in the financial procedures. The size and substance of a capital scheme will determine the degree to which the Council’s mandatory project management approach will be applied. B62 Changes to the approved programme must be reported to the Cabinet for approval in accordance with the scheme of delegation. B63 Directors are responsible for supplying accurate capital forecasts in the manner and to the timetable determined by the CFO, which identify and explain variances and clearly identify slippage.” Carried Forward Balances B64 A year end balance is the amount by which actual income and expenditure varies from the final budget, normally identified down to budget holder level. In general unspent balances will not be carried forward, except with the permission of the CFO. Unspent balances will only be considered for carry forward where:

• the Council’s revenue/capital budget is not overspent in total;

• reserves and balances are at an appropriate level; or

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• all other commitments will have to be accommodated within the new year budget.

Statement of Accounts Accounting Policies B65 The CFO is responsible for the preparation of the authority’s Statement of Accounts for each financial year ending 31 March, within the statutory deadline, in accordance with proper accounting practices as set out in the Code of Practice on Local Authority Accounting in the United Kingdom: A Statement of Recommended Practice (CIPFA/LASAAC), B66 key controls for accounting policies are: (a) systems of internal control to ensure that financial transactions are lawful; (b) suitable accounting policies are selected and applied consistently; (c) proper accounting records are maintained, and (d) financial statements are prepared which present fairly the financial position of the authority and its expenditure and income. Responsibilities of the CFO B67 To ensure detailed guidance is issued to Directors each year to ensure that the relevant information is collected and that the statutory deadline is achieved. B68 To draw up a comprehensive timetable for final accounts preparation in accordance with statutory timetables, in consultation with the Head of Paid Service and the external auditor;

• To select suitable accounting policies in order to comply with professional guidance and to ensure that they are applied consistently;

• make judgements and estimates that provide a true and fair view of the authorities financial position and are both reasonable and prudent;

• comply with the relevant Code of Practise on Local Authority Accounting;

• prepare, sign and date the statement of accounts, stating that it presents fairly the financial position of the Authority at the accounting date and its income and expenditure for the financial year just ended;

• publish the approved and audited accounts of the Authority each year, in accordance with the statutory timetable;

B69 The CFO will ensure that the accounts are subject to external audit, to provide assurance that the accounts have been prepared properly, that proper accounting practices have been followed and that high quality arrangements have been made for securing economy, efficiency and effectiveness in the use of the authority’s resources. B70 The Governance, Audit and Risk Management Committee has specific responsibility for approving the statutory annual statement of accounts.

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B71 The CFO is responsible for implementing appropriate accounting policies which comply with statutory requirements and codes of practice, ensuring that they are applied consistently and are set out in the statement of accounts. Accounting Records and Returns B72 Directors shall be responsible for ensuring that records are carefully and systematically filed and retained for inspection by the CFO, Internal and External Audit or Government agencies (e.g. HM Revenue and Customs). B73 Accounting records should be retained for a period of 6 years plus the current financial year, unless otherwise instructed by the CFO. The advised minimum periods for the retention of financial records are set out below:

• mortgages, bonds, stocks and other holdings, insurance, contracts, pension information and transfer values should be held indefinitely;

• PFI contracts should be retained for the period of the contract plus 12 years;

• other contract documents including the final account where the contract is under seal should be retained for 12 years.

Finance Comments on Reports B74 The CFO is responsible for monitoring the quality of the financial implications information included in Committee Reports, Scrutiny reports and other formal reports by Directors and providing financial comments where there are implications such as corporate revenue or capital resources requirements. B73 Directors are responsible for ensuring:

• Suitable options appraisal are carried out in relation to all significant policy issues;

• that financial implications in the current and future years are identified in all relevant reports and that such financial implications are agreed by the CFO and are in accordance with virement rules;

• that where reports impact on other directorates or have implications for corporate resources, financial implications comments are requested from them and/or the CFO sufficiently in advance of reporting deadlines;

• the financial implications in reports are reflected in current budgetary provisions and in the agreed Budget and MTFS.

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C. Corporate Governance, Risk Management and Control of Resources

C1 It is essential that robust, integrated systems are developed and maintained for identifying, evaluating and managing risk to the authority. This process should integrated with the Financial Planning and Business Planning process. Treasury Strategy C2 The CFO will ensure that an Investment or Treasury Strategy is prepared, formally agreed in line with the constitution and published annually before 31 March. The strategy will comply with statutory regulation, including that issued under section 15(1)(a) of the Local Government Act 2003 (CLG Investments Guidance) and the CIPFA Treasury Management Guide. In particular: a) the investment priorities should be security and liquidity. Yield should be considered

but only within the properly established security and liquidity levels; b) the Investment strategy should go to the full Council at the start of each year and

reviewed mid-year, or more often should market conditions require it; d) it should comment on the use of credit ratings and of any additional sources of

information on credit risk; e) It should comment on the use of treasury management advisers; f) It should contain the training programme for officers and members; f) Strategies should comment on the investment of money borrowed in advance of

spending need; g) It will include a policy in regard to Minimum Revenue Provision. Pensions Governance C3 The CFO will publish annually a Pensions Report by the statutory deadline that sets out the Council’s approach to meeting its pensions obligations and for the efficient administration of the scheme. C4 The CFO must ensure that a Pension Funding Strategy is published whenever there is a significant or material change. Asset Management Plan C5 The Corporate Director of Environment and Enterprise is responsible for corporate asset management. They should maintain adequate asset management plans (AMPs) for Schools, Housing and Corporate assets. These plans should show the number and value of the assets held, how assets are used and whether they are operational or non-operational, running costs, the condition of assets and the maintenance required. The plans will inform the Council’s capital and revenue budget strategy and disposals policy. C6 The CFO must ensure that the Asset Management Plans are supported by detailed asset registers and accurate valuations. The registers are used as a day to day management tool and to provide information for the Council’s accounts and insurance purposes. C7 Directors must ensure that records and assets are properly maintained and securely held. They should also ensure that contingency plans for the security of assets

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and continuity of service in the event of disaster or system failure are in place in line with Corporate Policy. Directors must supply the information required by the CFO. C8 Budget holders are responsible for ensuring that all assets in their control are appropriately maintained, clearly identified and marked as property of the Council where appropriate. No Council asset should be subject to personal use by an employee without prior authorisation from their Chief Officer. Projects and Programmes C9 The Director for Customer Service and Business Transformation Programme (BTP) is responsible for issuing guidance on the preparation of business cases and programme management. C10 Directors are responsible for ensuring that programmes are conducted using the Council’s mandatory project and programme management approach. The degree to which the approach will be applied will be determined according to the limits defined in the procedure guidance notes. C11 Directors must obtain the agreement of the CFO as to the expenditure and funding for all new schemes not included in the approved budget or capital programme and submit to Cabinet for approval. See Section F. Leasing arrangements C12 Property leases may constitute a capital liability. Directors shall notify the CFO of all proposed property leases or renewals before any agreement is made and these shall be included in the proposed capital programme. Any lease with a value, or term, above the limits set out in Section F shall be approved by Cabinet. C13 Directors must not enter into credit arrangements, such as leasing agreements, without the prior approval of the CFO and, if applicable, approval of the scheme should be included as part of the capital programme. C14 The CFO shall be responsible for the evaluation and arrangement of all Capital financing facilities. This excludes the short term hiring of equipment for periods of less than 12 months. C15 The Budget Holders must take appropriate advice from Finance and Legal before entering into a lease agreement. Contingent Asset and Liabilities C16 The CFO must maintain a register of contingent assets and contingent liabilities and review these at least annually. C17 Directors must inform the CFO of any potential contingent assets and contingent liabilities

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Maintenance of Provisions and Reserves C18 Provisions are held against present obligations (liabilities) of uncertain timing that can reasonably be estimated. If the event itself rather than the timing is uncertain then it would be a Contingent liability or asset. C19 Any sum set aside that is not a provision, is a reserve. Reserves can be Earmarked Reserves set aside for specific policy purposes or General Reserves, set aside for purposes such as general contingencies and cash flow management. C20 The CFO is responsible for advising on prudent levels of reserves for the Council when the annual budget is being considered, having regard to assessment of the financial risks facing the authority and the views of the external auditor. C21 The CFO must make an annual statement on the adequacy of general reserves and provisions. C22 All contributions to, and appropriations from, General Fund reserves must be approved by the Cabinet member for Finance, subject to any limitations set by the Council in the approved budget framework. C23 The CFO can establish earmarked reserves. The CFO is responsible for ensuring that detailed controls are established for the creation of new reserves and provisions and any disbursements therefrom. This should include:

• the reason for the reserve;

• how and when it can be used;

• the responsibilities for their management and reporting in the Medium Term Financial Strategy and annual budgets;

• the timescale for review, at least annually, to ensure adequacy; C24 Directors must inform the CFO of any future liabilities that have been incurred and may need to be accounted for. Reporting Key Decisions C25 The definition and rules concerning Key Decisions are to be found in Article 13 of the Constitution. Equalities Impact Assessments C26 The Head of Paid service is responsible for ensuring there are adequate processes in place to ensure that equalities issues have been properly considered when decision are made, in accordance with statutory guidance. C27 Directors and Members must ensure that equalities issues are adequately addressed when implementing new policies, procedures or services.

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Risk Management C28 All organisations face risks to their people, property, finances, services, reputation and continued operations. Whilst risk cannot be eliminated altogether, risk management provides a planned and systematic approach to the identification, evaluation and control of risk. It is an integral part of good business practice and is essential to the Council achieving its objectives, securing its assets and to ensuring continued financial and organisational well being. C29 The Accounts and Audit Regulations 20111 specifically require that the “relevant body shall be responsible for ensuring that the financial management of the body is adequate and effective and that the body has a sound system of internal control which facilitates the effective exercise of that body's functions and which includes arrangements for the management of risk.” Business Continuity and Disaster Recovery C30 The Head of Paid Service will establish and regularly test comprehensive business continuity and disaster recovery procedures to deal with the consequences of events and minimise potential disruption. C31 Directors will ensure that controls are in place to minimise the likelihood of the risk occurring and/or minimising its potential impact through regular inspection and continuous monitoring of identified key risk areas. Risk Strategy C32 The Head of Paid Service in conjunction with the Monitoring Officer is responsible for the preparing and promoting the authority’s risk management policy and strategy, securing the endorsement of the Council, and maintaining the corporate risk register and other risk registers and risk analyses as appropriate. C33 Directors are responsible for ensuring that there is a continuous review of exposure to risk within their departments, maintaining detailed risk registers and action plans, and maintaining business continuity plans. It is essential that risk management is integrated into business processes in line with corporate guidelines. These processes include budget preparation and integrated service and financial planning, budget monitoring and performance management, programme and project management, procurement and contract management. Insurance C34 The Council maintains insurance cover to deal with the financial consequences of any incident which may give rise to a claim being made by/against the Council or result in financial cost or loss which may not otherwise be provided for. The extent to which the Council “self insures” is informed by the perceived risk and the Council’s claims history.

1 http://www.legislation.gov.uk/uksi/2003/533/contents/made

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C35 The CFO is responsible for effecting corporate insurance cover, through external insurance and internal funding, and negotiating all claims in consultation with other officers, where necessary. C36 Directors should

• notify the CFO immediately of any loss, liability or damage that may lead to a claim being made by/against the Council and take appropriate action to prevent a repeat loss;

• Inform the CFO of all new risks, properties or vehicles that may require insurance, and of any alterations or disposals affecting existing insurances;

• ensure that claims against insurance policies are made promptly and comply with the timescales for investigating claims and the insurer’s conditions;

• ensure that before any contract for works is made, that adequate insurance cover is furnished by the contractor in respect of any act or default;

• ensure that appropriate business continuity plans are developed, implemented and tested on a regular basis;

• produce and maintain an up to date comprehensive risk register, taking corrective action at the earliest possible opportunity to either transfer, treat, tolerate or terminate the identified risk;

• Ensure that procedures are in place to identify Contingent Liabilities, which are doubtful events that may represent a charge to the authority at a future date, and ensure that these are recorded in a note to the annual accounts;

• ensure that employees, or anyone covered by the authority’s insurances, do not admit liability or make any offer to pay compensation that may prejudice the assessment of liability in respect of any insurance claim. Failure could directly affect the authority’s ability to make or defend a claim or could result in financial penalties being imposed on the authority; and

• consult the CFO and seek legal advice on the terms of any indemnity that the authority is requested to give.

Internal Controls C37 Internal control are systems put in place by management to mitigate risk, increase the likelihood that the Authority’s objectives are met and to safeguard the Authority’s staff, assets and interests. C38 Internal controls should be reviewed on a regular basis. Control systems should provide for clarity of policies, objectives, targets, responsibilities and accountabilities, and appropriate authorisations and approvals, separation of duties, level of internal check, management information and physical safeguards. C39 The CFO will ensure that the authority’s financial management arrangements conform with the governance requirements of the CIPFA Statement on the Role of the Chief Financial Officer in Local Government. C40 The CFO will ensure that effective internal controls are an integral part of the authority’s underlying framework of corporate governance and that they are reflected in its local code, ensuring that clear Financial Procedure Rules exist.

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C41 The CFO in conjunction with the Monitoring Officer is responsible for assisting the authority in putting in place an appropriate control environment and effective internal controls that comply with all applicable statutes, regulations and codes of practice. C42 The Accounts and Audit (England) Regulations 2011 require the publication of an Annual Governance Statement. The statement includes a description and evaluation of the internal control environment, the review process, and identifies any gaps. It msut include a statement that the authority’s financial management arrangements conform with the governance requirements of the CIPFA Statement on the Role of the Chief Financial Officer in Local Government. There should be an action plan to address the issues identified and a report on progress on the issues identifed in previous years. The Governance, Audit and Risk Management Committee should seek to satisfy itself that it has obtained sufficient, relevant and reliable evidence to support the disclosures made and that statutory guidance has been followed.

C43 The governance statement should be approved at a meeting of the authority or delegated committee and signed by the Head of Paid Service and a leading member.

C44 Directors are responsible for establishing, maintaining, monitoring and reporting on systems of internal control which guard against risk and promote the achievement of objectives. On an annual basis they are required to complete a management assurance statement, in the format and timescale specified the Head of Paid Service, for each Directorate of the Council. The statements and supporting evidence will be independently reviewed by Internal Audit, evaluated by the Corporate Governance Group and results fed into the Council’s Annual Governance Statement. Internal Audit C45 Section 151 of the Local Government Act 1972, requires that the Authority ‘makes arrangements for the proper administration of their financial affairs. Further specific arrangements are detailed in the Accounts and Audit Regulations 2011 (as amended) in that a ‘relevant body must undertake an adequate and effective internal audit of its accounting records and of its system of internal control in accordance with the proper practices in relation to internal control’. The arrangements must follow statutory guidance and professional standards. The key features of internal audit are: • independence of service operations in its planning and operation; • sufficient organisational status to facilitate effective discussion and

negotiation of the results of its work; • utilisation of risk based methodologies in planning and delivering its work

and does not have undue limitations placed on its scope; • direct access to senior managers, elected members and the external

auditor as appropriate; and • Internal auditors comply with guidance issued by professional bodies. C46 Internal audit is an independent and objective appraisal function established by an authority to add value and improve the organisation’s operations. It helps the

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organisation accomplish its objectives by bringing a systematic, disciplined approach to evaluate and improve the effectiveness of risk management. C47 The CFO must develop and maintain an effective Audit Committee. C48 The CFO must support the authority’s internal audit arrangements and ensure that the authority’s Audit Committee receives the necessary advice and information, so that both functions can operate effectively. C49 The CFO ensures the provision of an effective, properly resourced, internal audit service, for the internal audit of the control environment and systems of internal control as required by professional standards. C50 The Head of Internal Audit:

• is responsible for reviewing financial and management systems and controls throughout the Council in accordance with professional standards prescribed by the CIPFA Code of Audit Practice and the Auditing Practices Board and its operating procedures as set out in its Internal Audit Manual;

• has a duty to act if fraud or corrupt practices are suspected or detected;

• must report to the Audit Committee on any relevant matter relating to the Council’s financial controls;

• must set out an Annual Audit programme in advance;

• will keep a register of Audit recommendations and monitor their implementation. C51 Internal auditors have the authority to:

• access authority premises at reasonable times;

• access all assets, records, documents, correspondence and control systems;

• receive any information and explanation considered necessary concerning any matter under consideration;

• require any employee of the authority to account for cash, stores or any other authority asset under his or her control;

• access records belonging to third parties, such as contractors, when required (third party contracts should specify access rights); and

• directly access the senior managers and elected members where appropriate. C52 The CFO provides professional advice on the strategic and annual audit plans prepared by the Head of Internal Audit, which take account of the characteristics and relative risks of the activities involved. The Head of Internal Audit must consult the CFO and the Head of Paid Service on the Internal Audit Plan and the Internal Audit Reports. C53 Directors are required to notify the Head of Internal Audit of new areas of risk which may need to be subject to audit review and ensure that internal auditors are given access at all reasonable times to premises, personnel, documents and assets and provided with information and explanations that the auditors consider necessary for the purposes of their work.

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C54 Directors are also required to consider and respond promptly to recommendations in audit reports, ensure that agreed actions arising from audit recommendations are carried out in a timely and efficient fashion and in line with the timescale agreed with the Head of Internal Audit, and report on progress. C55 Directors must provide internal audit with access to their premises, records and systems and staff in a timely manner. External Audit C56 The basic duties of the external auditor are defined in the Audit Commission Act 1999, the Local Government Act 1999 and the Code of Audit Practice. These require the auditor to review and report upon:

• the Council’s Accounts;

• whether the Council has made proper arrangements for securing financial resilience and

• whether the Council has proper arrangements for securing economy, efficiency and effectiveness.

C57 The CFO in conjunction with the Head of Paid Service advises on the development of the annual audit plan, leads on any negotiations related to the annual audit fee and advises the Cabinet and Directors on their responsibilities in relation to external audit and issues arising from the Annual Audit and Inspection Letter. C58 Directors are required to ensure that external auditors are given access at all reasonable times to premises, personnel, documents, and assets, and provided with information and explanations which the external auditors consider necessary for the purposes of their work, in the timescales required. C59 Directors are also required to consider and respond promptly to recommendations in audit reports, ensure that agreed actions arising from audit recommendations are carried out in a timely and efficient fashion and in line with the timescale agreed with the external auditor, and report on progress.

Preventing Fraud, Bribery and Corruption

C60 The Council is responsible for substantial public funds and other assets and has a duty to demonstrate the highest standards of probity and stewardship in the day to day management of its affairs. It is therefore essential to develop and maintain an anti-fraud culture and to create a working climate in which all staff and elected members remain alert to the potential for fraudulent or corrupt behaviour against the Council from outside or inside the organisation and are aware of the mechanisms available for the confidential reporting and investigation of any reported instances. C61 The key controls regarding the prevention of financial irregularities are that:

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• The Head of Paid Service will ensure a formal code of conduct is established and widely publicised and, as part of this, a register of interests is maintained and the receipt of hospitality and gifts covering both members and officers in accordance with any relevant statutory code of conduct;

• The Public Interest Disclosure Act 1998 (PIDA) protects workers who 'blow the whistle' about malpractice or wrongdoing within an organisation. The Head of Paid Service will maintain and make available a whistle-blowing policy and procedures that enables officers, the general public and contractors to make allegations of fraud, misuse and corruption in confidence, and without recrimination, to an independent contact. All such allegations are diligently and robustly investigated;

• The CFO will ensure that the authority has an effective anti-fraud and corruption policy consistent with legislation including the Bribery Act 2010, the Public Interest Disclosure Act 1998 and the Freedom of Information Act;

• The CFO will ensure internal control systems exist which minimise the risk of fraud and corruption occurring;

• The CFO is responsible for developing and maintaining an anti-fraud, bribery and corruption policy and ensuring that effective internal controls are in place to minimise the risk of fraud, corruption and financial irregularities;

• The CFO is responsible for the corporate fraud team and ensuring that effective procedures are in place to identify fraud and investigate promptly any suspected fraud. The team investigates cases of both internal fraud and external fraud.

C62 Council employees and members have a duty to report to the authority any impropriety, bribery, breach of procedure or failure of the manner in which services are being provided without fear of recrimination (Code of Conduct). This includes a duty to report a suspected breach of the Council’s Contract Procedure Rules and Financial Procedure Rules.

C63 Directors are required to ensure that their policies comply with Council’s Contract Procedure Rules and Financial Procedure Rules and that staff are trained where appropriate and adopt suitable compliance and disciplinary measures. C64 Directors must ensure that where financial impropriety is discovered or suspected, the CFO and the Head of Internal Audit are informed immediately and take all necessary steps to prevent further loss and to secure records and documents against removal or alteration. Directors must ensure the full co-operation of senior management in any investigation and instigate the authority’s disciplinary procedures where the outcome of an audit investigation indicates improper behaviour. C65 Officers and members must ensure that they comply with all of the Council’s codes. protocols and procedures particularly the officers’ code of conduct, its procurement practices and its anti-fraud and corruption policies.

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Money Laundering C66 Money laundering involves the ‘cleaning’ of illegal proceeds through legitimate transactions, usually cash, in order to disguise their criminal origin. C67 Local Authorities must be mindful of the Money Laundering Regulations, 2007 Regulations. There is substantial reputational risk for an authority who do not have money laundering policies and procedures in place and they have a duty of vigilance to prevent the financing of terrorism and money laundering.

C68 The Council enters into thousands of transactions every day and could be subject to money laundering attempts when accepting payments by cash, cheque or credit/debit cards for instance in relation to the purchase of a council house, the payment of substantial bills, or receiving an overpayment in cash which is then refunded by cheque. C69 The CFO will:

• Ensure that processes are in place to identify and appropriately train staff most likely to be exposed to money laundering of the organisations and their own obligations under POCA and the TA to detect and report suspicious activity.

• Establish procedures to preclude the acceptance of cash sum or series of sums (in coin, notes or travellers cheques) in respect of goods that total more that in excess of the maximum allowed for any single customer account per annum in Section F

• Maintain a written Anti- Money Laundering Policy C70 All staff have a duty to report any suspicions to the Money Laundering Reporting Officer (currently the CFO) or their deputy. There is a template for reports attached to the policy. It is very important that in the process of reporting nothing is done to tip off anyone connected with the transaction.

C71 Directors and managers will ensure that staff who regularly accept payments, or administer payments or the Council’s bank accounts receive training on money laundering. It is the responsibility of the CFO to ensure that these staff are identified and trained. Proceeds of Crime C72 The relevant Corporate Director in consultation with the Monitoring Officer and the CFO is authorised to institute investigations under the Proceeds of Crime Act 2002 as amended (POCA) on behalf of the Council. C73 The relevant Corporate Director will ensure that in relation to POCA investigations all statutory guidance is followed, including ensuring there is an appropriate, accredited financial investigator.

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C74 Prosecutions under POCA must be jointly authorised by the CFO and the Monitoring Officer. C75 Awards made to the authority under POCA incentive schemes or from asset recovery shall be applied first to the authority’s costs in relation to the related investigation and prosecution and any statutory charges. The balance shall be used as determined by the MTFS and any statutory limitations. Security of Assets C76 The authority holds valuable assets in the form of property, vehicles, equipment, furniture and other items. It is important that assets are safeguarded and used efficiently in service delivery, and that there are arrangements for the security of both assets and information required for service operations. C77 The CFO will ensure an up-to-date Asset Register is maintained to enable sound fixed asset accounting and asset management. C78 The monitoring officer will ensure a corporate property database is maintained containing the details of all council properties to support land and property management. C79 The monitoring officer will ensure a terrier is maintained to identify all the land and property holdings of the Council recording the location, extent, plan, purchase details, nature of the interests, tenancies granted, charges held, rents payable and purpose for which held. Inventories C80 Inventories must be maintained by Directors for portable, high value items above the De-Minimis in Section F. The inventories shall contain an adequate description of the asset including where relevant the model number, serial number and location and its estimated value. C81 Budget Holders are required to check the existence of a random sample of inventory items on an annual basis. Stocks and Stores C82 Directors are responsible for:

• ensuring that stocks of goods and materials are held at a level appropriate to the business needs of the Council, and that stock levels are checked regularly and as a minimum as part of year end annual stock take procedures;

• ensuring that adequate arrangements are in place for their care and custody; and

• writing off the value of obsolete stock in their Departments in accordance with the procedures.

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Intellectual Property C83 Intellectual property is a generic term that includes inventions and writing. Certain activities undertaken within the authority may give rise to items that may be patentable, for example, software development. Breaching copyright laws exposes the Council to financial risk. Responsibilities of Directors C84 To put controls in place to ensure that staff do not carry out private work in the Council’s time and that staff are aware that anything they create during the course of their employment, whether written or otherwise, belongs to the Council. C85 To comply with the copyright, designs and patent legislation and, in particular, to ensure that:

(a) only licensed software is installed by the authority is used on its computers, (b) staff are aware of legislative provisions, and (c) in developing systems, due regard is given to the issue of intellectual property rights.

Asset Disposal C86 Assets that are surplus to service requirements or are not cost effective to retain should be disposed of safely, for the best price. Disposal should be in accordance with national legislative requirements for health and safety and waste disposal and the European Union’s Waste Electrical and Electronic Equipment directive Land and Buildings C87 The Corporate Director of Environment and Enterprise (General Fund) and the Corporate Director of Community, Health and Well Being (Housing Revenue Account) are responsible for all disposals of land and property for the General Fund and the HRA respectively, in conjunction with the portfolio holder for Property and Major Contracts and for identifying any revenue implications arising from the sale of assets. C88 These Corporate Directors in conjunction with the portfolio holder has delegated authority for General Fund disposals as outlined in Section F. Anything above this limit must be reported to the Cabinet for approval. C89 The Corporate Directors must before any disposal is agreed or negotiations begin:

• seek Legal advice to ensure that the disposal falls under a General Disposal Consent, Right to Buy legislation or if Secretary of State’s permission is required;

• Obtain an independent valuation, within 3 months of the sale;

• Ensure that the disposal is consistent with the Asset Management Plan, that no other service requires the building and that it has formally been declared as surplus to requirements;

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• Seek financial advice to ensure the proper accounting of capital receipts, cost of sale and tax.

Other Assets C90 Budget holders may seek the authority of their Chief Officer to dispose of revenue assets through sale, donation or scrapping. They must assure themselves that the assets concerned are the property of the Council (rather than a leasing company) and surplus to organisational requirements, before disposing of them. Budget holders must be able to demonstrate that value for money is obtained for every disposal and maintain adequate records demonstrating value for money, the reasons for the disposal, and that the assets are obsolete or surplus to requirements. All property, plant or equipment assets disposed of over the value shown in Section F must additionally be cleared with the CFO or his/her nominated representative before they can be disposed of. C91 Budget Holders must ensure that legal and environmental issues are addressed when disposing of any assets. Budget holders should notify facilities management of any disposals, who will determine if the assets are surplus to requirements. C92 The CFO will:

• issue guidelines representing best practice for the disposal of assets and consistent with statutory powers and best practice including:

o Issuing of a receipt; o Accounting and banking of the income; o Segregation of duties between those who authorise of the sale and the

receipt of the payment; o Adjustment to Inventory records;

• ensure appropriate accounting entries are made to remove the value of disposed assets from the authority’s records and to include the sale proceeds in the Council’s accounts.

• Maintain a schedule of disposals above the de minimis recorded in Section F with both estimated and actual values and disposal dates.

C93 Directors will notify the CFO of any disposals of assets above the de minimis in Section F. Treasury Management C94 The Council has adopted CIPFA’s Code of Practice for Treasury Management in Public Services. C95 The CFO is responsible for reporting to the Cabinet at least twice in each financial year on the activities of the treasury management operation and on the exercise of his or her delegated treasury management powers. He/she is required to produce:

• a proposed treasury management strategy for the coming financial year before the start of each financial year;

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• an annual report on the treasury management activity for presentation by 30th September of the succeeding financial year; and

• a mid year report to Cabinet. C96 The Council has delegated responsibility for the implementation and monitoring of its Treasury Management Policies and Practices to the CFO and for the execution and administration of Treasury Management decisions to the Treasury and Investments Manager, who will act in accordance with the Council’s Treasury Policy Statement and CIPFA’s ‘Standard of Professional Practice on Treasury Management’. C97 The CFO will ensure that all:

• Investments of money are made in the name of the authority or in the name of nominees approved by the full Council;

• securities which are the property of the authority or its nominees and the title deeds of all property in the authority’s ownership are held in the custody of the Head of Legal Services;

• Borrowings are the name of the authority. C98 Directors will not enter into any loan or credit arrangements with any party whatsoever or acquire an interest in companies, joint ventures or other enterprises whatsoever.

Pension Fund Investment

C99 The CFO will ensure that the accounting for the Pension Fund satisfies the Council’s statutory obligations, including that it is accounted for separately, that only relevant costs, assets and liabilities are valued by an actuary every three years. C100 The CFO is responsible for pension fund investment and makes recommendations to the Pension Fund Investment Panel about the appointment of the actuary, investment adviser, and external fund managers. The CFO provides regular reports to the Pension Fund Investment Panel on the performance of the fund and any regulatory matters. C101 The CFO is responsible for ensuring the Council’s contributions are consistent with its Pension Fund strategy and actuarial review.

Trust Funds, Funds Held For Third Parties and Other Voluntary Funds

C102 The CFO is responsible for trust funds and ensures that funds are only drawn down for the purposes intended by the Trustees and that accounts are prepared and audited each year. C103 All trust funds, funds held for third parties and other voluntary (unofficial) funds excluding schools must be approved by the CFO. A voluntary fund is defined as any fund, other than an official fund for the Council, which is controlled wholly or in part by an officer by reason of his or her employment by the Council. Such funds should be separately identified but managed in line with the Council’s Financial Procedure Rules.

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Banking and Imprest Accounts C104 The CFO is responsible for opening all bank accounts and agreeing the associated mandates. C105 The CFO is responsible for managing the banking contract and the day to day administration and reconciliation of accounts. C106 Staff must not open accounts in the name of the Council, Members or officers unless they are acting on the instructions of the CFO. Opening an unauthorised bank account is a disciplinary offence. C107 An imprest or petty cash account must only be used in accordance with guidance issued by the CFO. It is the responsibility of Directors to ensure that systems are in place to monitor and control this. C108 Imprest and petty cash accounts can facilitate very minor items of expenditure where it would not be cost effective to use a purchasing card or purchase order. Imprest and petty cash accounts must not be used to reimburse employee expenses which will be made through Payroll where it is not possible to use a purchase order or purchasing card. C109 The Council has a single petty cash account operated by Cashiers. There are a number of imprest holders across the Council, where the total held should not exceed the limits specified in Section F, except where agreed and authorised by the CFO. The establishment of and procedures for the operation of imprest accounts is approved by the CFO. C110 Officers must complete an official petty cash voucher to draw cash or a cheque from petty cash or an imprest account. Supporting documentation must be attached including VAT receipts and the voucher should be authorised to confirm that the expenditure is reasonable and there is sufficient budget provision to cover the expenditure. C111 Where the sum required exceeds the limits specified in Section F the voucher is countersigned by a Divisional Director. The maximum sum withdrawn at any one time must not exceed £500. C112 Imprest holders must reconcile their accounts on a monthly basis or prior to seeking reimbursement. Imprest holders should seek reimbursement from the main petty cash account through Cashiers using the standard documentation and attaching supporting information. A certificate of value must be completed once a year and the cash/receipts must be produced on demand. C113 Imprest accounts must never be used to cash personal cheques or to make personal loans and the only payments into the account should be the reimbursement of the float and change relating to purchases where an advance may have been made on an exceptional basis.

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Staffing Establishment C114 The Head of Paid Service will ensure there is in place accurate and effective systems to monitor the establishment and that the following procedures and regulations must be followed:

• appointments are made in accordance with HR and payroll regulations;

• appointments are in accordance with the approved establishment and grade for the post;

• the organisational structure on SAP must be kept up to date;

• all appointments, terminations or variations which may affect the pay or pension of an employee or former employee, are notified promptly and in accordance with required forms, timescale and authorisation;

• payments are only made where there is a valid entitlement;

• conditions and contracts of employment are correctly applied; and

• Employee’s names listed on the payroll are checked at regular intervals to verify accuracy and completeness.

C115 Regulation 4 of the Accounts and Audit (Amendment No.2) (England) Regulations 2009 [SI 2009 No. 3322) introduced a legal requirement for reporting remuneration of senior employees. The Head of Paid Service will publish pay data on senior staff in accordance with guidance and a policy statement about staff pay, including senior and lower-paid staff. C116 The CFO will agree annually the budget to support the approved establishment.

The CFO will ensure appropriate procedures are in place to amend the establishment throughout the year.

C117 Directors are responsible for controlling total staff numbers within their approved

establishment. Staff can only be appointed to an approved post and within the overall budgetary provision and should not create a commitment which cannot be met in future years. Where the existing approved establishment cannot be fully funded from available budget – then an appropriate level of vacancy management in line with operational need should be exercised during the year. Where posts have been vacant for periods in excess of 12 months and are deemed not to be required, they should be deleted.

Use of Agency Staff

C118 Agency staff are temporary workers who must be obtained and paid for, through an approved agency via appropriately procured corporate contracts. Generally, agency should only be employed either to: 1. Cover budgeted seasonal or unusual demand periods (e.g. salting roads in

winter, cleaning parks in summer); 2. Cover essential temporary establishment vacancies, where cover is unavailable

and there will be an adverse service impact if the post is not filled. For example where the post holder is on long term sick or maternity leave, has been seconded, or a post is being held open pending a restructure;

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3. Bring in Special Skills for a one of project or event, or time limited role, where appropriately skilled staff are not available internally or it is not cost effective to permanently fill.

C119 Where a vacancy is created by staff leaving following a normal notice period it is expected that the corporate recruitment process will be followed. Generally except in exceptional circumstances, agency staff should only be considered where the recruitment process has been completed and no appointment made. C120 The CFO is responsible for ensuring that processes are in place to prevent unbudgeted agency staff being employed and monitoring agency staff costs. C121 The Divisional Director HRD & Shared Services is responsible for ensuring that:

• The staffing establishment on SAP is up to date and accurate;

• Relevant employment law is complied with, including the Agency Workers Regulations, 2010;.

• Equal Pay regulations and case law are complied with. C122 Directors are responsible for ensuring that all staff within their Directorates are recruited according to the corporate procedures and that there is no unbudgeted employee or agency related expenditure.

Use of Consultants

C123 Directors must ensure that their staff are familiar with the Council’s guidelines on use of agency workers and understand the distinction between employees, agency workers and workers on contracts for services. C124 Where a worker is engaged on a contract for services to carry out a project which has a clear start and end date and is described in a brief or specification, and where the worker will be taking on the risk and providing their own premises, equipment and insurance etc, then it is likely that the work will be governed by a contract for services with the Council and the worker will be paid via the Corporate Accounts Payable system through the raising of an official order and goods receipt. In these circumstances the Council’s contract procedure rules should be applied. The insurance requirements must be clear in the documentation supporting the contract and evidence that the policy is in place should be obtained from the worker. C125 Directors must ensure that where payments are to be made to workers other than through the Council’s payroll system, that there is a clear justification for this and that there are no tax implications that may arise. C126 Managers should give careful consideration to the employment status of individuals employed on a self-employed contract or subcontract basis. HMRC applies a tight definition for employee status, and in cases of doubt, advice should be sought from the Payroll Manager and/or Legal.

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D. Financial Administration D1 Systems The CFO has statutory duties for the proper administration of the authority’s financial affairs. The CFO responsibilities are to:

(a) Issue advice, guidance and procedures for officers and others acting on the Authority’s behalf, (b) Determine the accounting systems, the form of accounts and supporting Financial records; (c) Establish arrangements for audit of the Authority’s financial affairs; (d) Approve any new financial systems and interfaces to be introduced; (e) Approve any changes to be made to existing financial systems, including interfaces to the General ledger, Accounts Receivable and Accounts Payable; (f) Establish arrangements for access control and general security of the Authority’s corporate financial systems.

D2 Directors’ Responsibilities include:

a. to ensure that local accounting prime records are maintained properly and held securely and only destroyed with the approval of the CFO;

b. to incorporate appropriate controls to ensure that, where relevant: (i) All input is genuine, complete, accurate, timely and not previously processed; (ii) All processing is carried out in a complete, accurate and timely manner, and (iii) Output from the system is complete, accurate and timely and in the format specified by the CFO.

c. To ensure that the organisational structure provides an appropriate segregation of duties to facilitate adequate internal controls and to minimise the risk of fraud or other malpractice;

d. To ensure, jointly with the Head of Paid Service, that there is a documented and tested Disaster Recovery Plan to allow information system processing to resume quickly in the event of an interruption;

e. To ensure that effective contingency arrangements, including back-up procedures, exist for computer systems;

f. To ensure that systems are documented and staff trained in the operation of them;

g. To seek the approval of the CFO before changing any existing financial system or introducing new financial systems;

h. To ensure that authorisation limits for staff are consistent with the authority's corporate financial systems;

i. To ensure the Scheme of Delegation is maintained and complied with for those authorised to act on behalf of the CFO in respect of payments, income collection and placing orders, including variations;

j. To supply lists of authorised officers, with specimen signatures and delegated limits, to the CFO, together with any subsequent variations;

k. To ensure that relevant standards and guidelines for computer systems are observed, including data protection legislation and that their staff are aware of their responsibilities under the legislation;

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l. To ensure that computer equipment and software are protected from loss and damage through theft, vandalism, etc.

Chart of Accounts D3 The CFO is the responsible officer and owner of the Chart of Accounts. The Chart of Accounts cannot be changed without express authority from the CF0 Officer or their nominee. This includes all changes to the Chart of Accounts including the addition deletion or amendment of a:

a. Hierarchy; b. Profit centre; c. Cost centre assignation; d. Cost element assignation; e. Sub cost centre hierarchy changes; f. Cost centre closure: input or hierarchy;

Income D4 Directors are responsible for ensuring that there is as a minimum an annual review of fees and charges, and that proposals for the level of fees and charges are in accordance with guidance published by the CFO. These should be approved by the relevant Portfolio Holder and presented to the Cabinet as part of the Budget and MTFS proposals. It is required that an in depth review of each service area’s fees and charges are conducted on a rolling three-year basis.

Income Collection

D5 The Council collects substantial amounts of income (council tax, business rates, rents, service charges and fees and charges) and effective income collection systems are necessary to ensure that all income due is identified, collected, receipted and banked properly, and that VAT is correctly accounted for. D6 The CFO will ensure there are clear Corporate and Departmental Accountabilities for Accounts Receivable and income collection, supported by an appropriate Scheme of Delegation. Procedures for the receipt of income shall reflect the principles of separation of duties and internal check. D7 The CFO is responsible for the procedures, systems and documentation relating to the setting, charging, and collection of all income due to the Council. In particular the CFO will ensure that there is an overarching debt management policy and a credit policy for Sundry debtors. D8 The CFO must satisfy themselves with the adequacy of the arrangements for the control and safe storage of records, including electronic storage media. D9 The CFO will ensure that Service Directorates bear the cost of their uncollected debts through an appropriate bad debt provision, based on a realistic annual assessment of the chances of recovery of all debts outstanding.

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D11 Chief Officer are responsible for the recording and monitoring ongoing income levels each month and reporting any significant variations, as defined by the CFO. . Setting the Charge D12 Directors are responsible for ensuring that appropriate fees and charges are considered for all activities, in accordance with the Council’s strategies. D13 Directors will review all their charges annually within the strategic, financial, economic and service context after appropriate consultation, in accordance with procedures laid down by the CFO. Charges can be changed at any point in the financial year with Portfolio Holder agreement and the CFO. Significant changes, as specified, should be presented to Cabinet for agreement. D14 Unless required to in law or by Council policy, Directors will not set a charge that recovers less that it costs to collect. Where subsidies are applied Directors will ensure that the total cost of the subsidy is understood and linked to the Council’s Corporate Priorities. Billing D15 Directors must ensure that the customer is provided with a clear and accurate bill for chargeable services within 5 working days of the service being provided, unless previously agreed with the CFO. D16 Directors will ensure that all income due is identified and Accounts Receivable are raised via the Council’s main financial system promptly, unless in the opinion of the Chief Financial Officer it is not practicable to do so. Collection D17 Directors will ensure that wherever possible and appropriate, that payment is received in advance of the service being offered and that the use of on-line payment systems is the default payment mechanism. Direct debits should be promoted, the use of cash, cheque or telephone payments should be avoided wherever possible. D18 Directors will pursue all commercial debts until it is un-economic to continue to do so using agreed written procedures. D19 Directors will set annual collection targets and VFM measures consistent with continuous improvement, the budgeted income and the medium term financial strategy. Performance will be monitored corporately every month. D20 Directors will ensure that:

• income collection staff are appropriately trained;

• any cash or cheques received by their staff are stored securely whilst in their possession and passed as soon as possible to the CFO, or as he or she directs, to the authority’s bank or National Giro account, and properly recorded;

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• there is segregation of duties between those who authorise the sale and those who receipt of the payment;

• All income received for goods and services provided by the authority will be accounted for in the financial year in which the service was delivered. Where no debtor has been raised before the financial year-end by the authority then an accruals will be set up for the estimated debtor in accordance with guidance issued by the CFO.

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Uncollectable Debts and Write Offs D21 Once raised, no bona fide debt can be cancelled except by payment in full, its formal writing off or in the form of an adjustment under procedures agreed with the CFO. D22 Directors are responsible for submitting quarterly debt write-off reports where debts are considered un-collectable, to the CFO in the format specified. D23 The CFO is responsible for writing off irrecoverable bad debts up to the limits specified in Section F where necessary. All requests for write-off must be accompanied by a brief report in a format specified by the CFO that includes the following:

a. A schedule of all debts to be written off, recovery action that has been undertaken and the reasons for the write-off request;

b. The total debt outstanding, the current bad debt provision, the amount of provision required and the remaining balance.

Grants and External Funding D24 External funding can be a very important source of income to Harrow. The main source of such funding for this Authority will tend to be specific government grants. Consideration needs to be given to the funding conditions to ensure they are compatible with the aims and objectives of the Authority. D25 Any match funding requirements and exit strategies should be given due consideration prior to any bidding exercise or entering into any agreements and resources identified for future commitments. D26 The Directors should consult the CFO on proposals to bid for external funding to support expenditure that has not already been included in the approved revenue budget or capital programme. D27 The Council bids for funds from a number of UK and European programmes. Each funding regime is subject to rules and regulations and the process for submitting applications and drawing down funding varies. D28 It is important to ensure that key conditions of funding and any statutory requirements are complied with and that the responsibilities of the Council are clearly understood. D29 The CFO shall maintain a register of grants awarded to the authority, which will include as a minimum the grant name, the grantor, the allocation by financial year, a brief description of the purpose of the grant, grant conditions, and the responsible officer. The CFO will ensure that Grants are properly recorded in the authority’s accounts.

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D30 Directors shall:

• not commit to expenditure in relation to a grant, beyond the term of a grant allocation, without the permission of the CFO, and will ensure that the necessary contractual break clauses are in place at the grant review dates,

• ensure that all applications for funding are consistent with the Council’s priorities and approve them in principle before detailed work commences;

• ensure that the Council’s project management framework is applied and that a project initiation document (start form) is completed where appropriate;

• consult the relevant Directorate Finance Business Partner when preparing applications to ensure that full costs are identified including any match funding required, and ongoing commitments are taken into account;

• notify the CFO of all applications prior to submission;

• ensure that the application is signed off by the CFO or an appropriate officer in the Directorate;

• ensure that the rules and regulations for the particular funding stream are complied with at application stage and throughout the life of the project;

• ensure that all requirements relating to the delivery of outputs and spend are met in line with the approved bid or project plan;

• ensure that all funding notified by external bodies is claimed and received;

• Check the audit requirements and notify Corporate Finance of any claims that must be audited by the Council’s external auditor.

D31 Grant expenditure and income is monitored and reported as part of the monthly monitoring process. All expenditure incurred must be in accordance with the terms and conditions attached to the grant and with Financial Procedure Rules and Contract Standing Orders. D32 Proper records of expenditure must be kept to allow verification of amounts claimed by the grant giving body and the external auditor. D33 Wherever possible and appropriate staff employed to meet the grant criteria for spending should be on fixed contracts intended to be terminated when funding ceases. Section 106 and Community Infrastructure Levy (CIL) D34 Section 106 of the Town and Country Planning Act 1990, section 278 of the Highways Act 1980 and section 75 of the Town and Country Planning Act 1997 permits local planning authorities to enter into enforceable ‘planning obligations’ with landowners and/or developers. A Community Infrastructure Levy (CIL) was set out in the Planning Act 2008 and subsequent regualtions.

D35 The CFO will set out proper procedures for agreeing, collecting, recording, accounting and disbursing s106 and CIL monies, in accordance with legislation.

D36 The CFO will record, monitor and report on all s106 or CIL receipts and payments.

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D37 Planning will notify the CFO of any agreements and will ensure that the procedures are followed. They are responsible for delivery of the agreements, including making payments and the billing and receiving of income.

D38 The Monitoring Offcier will ensure that Obligations are registered as Local Land Charges.

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Ordering and Paying for Work, Goods and Services D37 The authority’s procedures are designed to ensure that services obtain value for money from their purchasing arrangements. These procedures should be read in conjunction with the authority’s procurement policy and contract procedure rules. D38 Every officer and member of the authority must declare any links or personal interests that they may have with suppliers and/or contractors if they are engaged in contractual or purchasing decisions on behalf of the authority, in accordance with appropriate codes of conduct. D39 Sound systems and procedures are essential to an effective framework of accountability and control. The CFO is responsible for ensuring there are effective financial systems and controls, although the operations may be carried out in another directorate than Corporate Finance. D40 The CFO is responsible for:

• The operation of the Council’s General Ledger and its accounting systems, the form of accounts and the supporting financial records. All the authority’s transactions, material commitments and contracts and other essential accounting information must be recorded completely, accurately and on a timely basis. All prime documents must be retained in accordance with legislative and other requirements;

• Determining the accounting procedures and records for the authority. Where these are maintained outside the finance department, or outside the Authority, the CFO must approve the controls to be applied in consultation with the Corporate Director concerned; and

• Ensuring there is adequate separation of duties in evidence in the accounting procedures.

D41 Directors must

• adhere to the accounting policies and guidelines approved by the CFO, supply information as and when required, and ensure that the advice of the CFO is sought on the development and implementation of any localised systems of costing, accounting and financial control;

• ensure all local systems are integrated with the central accounting system as far as possible and reconciled to the central accounting system on a regular basis;

• ensure that the organisational structure reflects an appropriate segregation of duties to provide adequate internal controls and to minimise the risk of fraud or other malpractice;

• maintain adequate records to provide an audit trail leading from the source of income/expenditure through to the accounting statements and ensure the secure retention of all documents and vouchers with financial implications for the periods stipulated by the CFO, usually a minimum 6 years;

• ensure that their staff receive relevant financial training;

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• ensure that use of computer and other information systems are registered in accordance with data protection legislation and government connects where relevant; and

• ensure that staff are aware of and comply with freedom of information legislation.

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Purchase Orders D42 It is mandatory to raise Purchase Orders on the Corporate Financial System prior to procuring goods and services, unless an exemption is approved by the CFO. D43 Purchase Orders must be raised on the Corporate Financial System for all works, goods and services to be supplied to the authority, except for periodic payments such as rent or rates and petty cash purchases or unless specifically agreed with the CFO. D44 Commitments will be automatically recorded onto the Corporate Financial System through the approval of the purchase order. This ensures that the finance system gives a true picture of the amount of expenditure incurred and the balance remaining against each budget head. D45 Official orders must not be raised for any personal or private purchases, nor must personal or private use be made of authority contracts. Goods Receipting D46 Budget Managers are responsible for ensuring that:

• all works, goods or services received are “goods receipted” onto the Corporate Financial System;

• any mismatches between the order and the goods receipt are resolved in a timely fashion in accordance with the procedures;

• any mismatches between the goods receipt and the actual invoices are cleared on the system in a timely fashion in accordance with the procedures; and

• Any blocked invoices notified are dealt with in a timely manner. Purchasing Cards D47 Purchasing Cards can provide an effective method for payment for designated officers who, in the course of their official business, have an immediate requirement for expenditure which is relevant to the discharge of their duties. D48 Purchasing cards are available for use by authorised council staff for emergency purchases (petty cash) value items and for travel and subsistence expenses. D49 Each Directorate has a number of card holders and authorisers. Key controls are built into the system through card limits, merchant categories, defined suppliers, and other measures. D50 The CFO is responsible for issuing guidance on the use of purchasing cards and authorising card holders.

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D51 Directors must report any misuse of purchasing cards to the CFO. Misuse of a purchasing card would normally constitute gross misconduct and could result in dismissal. D52 Directors are responsible for ensuring the cards are operated in a responsible manner, in accordance with corporate guidelines and that they are only used where there is sufficient budget available to cover the cost of the transaction. D53 Purchase Card holders must use the card in accordance with corporate policies and are responsible for the security of their card. They must report all lost or stolen cards to the Service Manager Corporate Accounts payable and receivable in Shared Services immediately. D54 The purchasing card accounts are settled through the bank on a weekly basis. Detailed statements are provided to enable cardholders to check transactions and coding.

Payments to Suppliers

D55 Payment to external organisations for goods and services accounts for a large percentage of the Council’s expenditure each year. Directors should ensure that Contract Procedure Rules are followed for all spending in their departments and that all ongoing arrangements are 100% compliant with a contract and order in place before the issuing of invoices. D56 Not withstanding the need to ensue VFM in all internal & external arrangements, Divisional Directors, Heads of Service and Service Managers should all ensure that the full requirements of contracts are met before payments are made and that any non-delivery areas are deducted from invoices. Annual and up-front payments to external organisations or contractors should not be made without prior agreement from the relevant Finance & Commercial Procurement Business Partners. D57 Where a purchase order has been raised, the supplier will normally send an invoice to the Corporate Accounts Payable Department. Any invoices received elsewhere in error should be forwarded to the Corporate Accounts Payable Department. For large corporate contracts, the supplier may send a spreadsheet listing all transactions in place of individual invoices. The spreadsheet is forwarded to the Payments team and uploaded into the creditors system. D58 Payment of all invoices and corporate contracts is made by the Corporate Accounts Payable Team or the SAP support team. The preferred method of payment for invoices is BACS and all suppliers/contractors are asked to complete a BACS form. D59 The Direct Debit payment method is not allowed under normal circumstances. Exceptional circumstances must be authorised by CFO. D60 Payment will not be made unless a proper VAT invoice quoting the appropriate purchase order number (or spreadsheet in an approved format) has been received, Corporate Accounts Payable will be responsible for entering all invoices into the

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Corporate Finance System and matching against purchase orders raised and the Goods Received. Any blocked invoices will be automatically notified to the requisitioner, responsible for the purchase order. D61 Directors are responsible for ensuring that any blocked invoices notified to managers are dealt with in a timely manner. D62 The CFO is responsible for ensuring that there is a separation of duties between the person authorising the Purchase Order and the person authorising the payment. D63 Directors are responsible for ensuring that suppliers are requested to provide invoices for goods, services and works in a timely manner quoting the purchase order number. D64 With respect to contracts for works, Directors should document and agree with the CFO the systems and procedures to be adopted in relation to certification of interim and final payments. D65 Where a payment under a contract varies from the value specified in the contract, documentation must be obtained to explain the variation, approved as necessary, and retained on file to provide a full audit trail. Single Payments or One-Time Vendors D66 All payments to third parties for goods and services should be made to a supplier that has been set up in the financial system, to ensure that proper procurement process has been followed. Where single payments have to be made to an individual (and no further payments can reasonably be expected) then the Council’s One-Time vendor process can be used. Examples of allowable payments are refunds, insurance claims and legal payments. D67 The CFO is responsible for the provision of appropriate guidelines and systems controls to prevent the use of single payments to avoid the purchase to pay controls. These will ensure that there is appropriate segregation of duty between raising and authorising the payment. D68 Directors must ensure that the One-Time vendor process is used appropriately, that guidance issued by the CFO is followed, and that all expenditure is appropriately authorised and falls within the definition of a One-Time Vendor. This will include ensuring that there is not an appropriate approved supplier that could be used on the system, no previous payments have been made and no future payments are likely. Urgent or Emergency Payments D69 In very rare circumstances, the Council may wish to make an urgent payment, for example when a child is at risk or if it would incur a penalty charge if it did not do so. The CFO is responsible for issuing guidance on urgent payments. All urgent payments must be authorised by the CFO.

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Payments to Employees and Members D70 Staff costs are the largest item of expenditure for most services. It is therefore important that payments are accurate, timely, and made only where they are due for services to the authority, and that payments accord with an individual’s conditions of employment. It is also important that all payments are accurately and completely recorded and accounted for and that members’ allowances are in accordance with the scheme adopted by the full Council. D71 The CFO is responsible for all payments of salaries and wages and expenses to staff, including payments for overtime, honoraria etc and submission of tax returns to HM Revenue and Customs by their due date for the above. The CFO is also responsible for the timely provision of information, and the maintenance of sound financial controls to meet the responsibilities in connection with taxation issues arising from payments to employees. Taxation D72 Local Authorities are exempt from corporation tax, income tax and capital gains tax. D73 Under section 33 of the Value Added Tax Act, 1994 Local Authorities are able to fully recover VAT. Like all organisations, the Authority is responsible for ensuring its tax affairs are in order. Tax issues are often very complex and the penalties for incorrectly accounting for tax are often severe. It is important that all relevant officers are kept up to date on tax issues and instructed on required record keeping. D74 The CFO is responsible for

a. providing information to HMRC as required including Pay as You Earn (PAYE), and the Construction Industry Tax Deduction Scheme;

b. advising Directors of their responsibilities under the scheme; c. completing an accurate monthly return of VAT (inputs and outputs) to

HMRC and ensuring that all payments are made within statutory deadlines;

d. monitoring the VAT partial exemption calculation in respect of the Authority’s de minimis limit of 5% to ensure that is it not exceeded. Completing the annual VAT partial exemption calculation in respect of the Authority’s de minimis limit of 5%.

D75 Directors and Budget Managers are responsible for ensuring that the appropriate controls and procedures are operated within the Department or relevant service area in relation to taxation issues. This will include seeking advice from the CFO on VAT matters and ensuring that the correct VAT liability is attached to all income due and that all VAT payable on purchases complies with HM Revenue and Customs regulations.

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D76 The CFO will ensure that the Authority receives appropriate advice on the taxation implications of all significant policy and management initiatives involving partnerships and joint ventures. Ex Gratia Payments D77 An ex gratia payment is a payment made by the Authority where no contractual or legal obligation has been established. An example may be out of court settlement for costs associated with a member of staff acting on behalf of the authority or to a member of staff. D78 Ex-gratia payments should generally not be made and must always be approved by the CFO and the Monitoring Officer above the limit specified in Section F.

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Trading Accounts D79 In some areas the Council may operate a trading account. This means that the costs and income from charges relating to the service are ring-fenced in the accounts. Any surplus or deficit is added to a reserve each year. D80 The CFO is responsible for ensuring that trading accounts are treated properly in the Council’s accounts. D81 Directors are responsible for ensuring that, in line with the Local Government Act 2003, charges are set to recover costs without building up significant surpluses, and that any changes in take up of the service which could result in a deficit are reported at an early stage. All charges must be reviewed on a regular basis and annually as a minimum as part of integrated service and financial planning. D82 Directors must ensure that work for third parties is approved and covered by a suitable contract or agreement so that the responsibilities of each party are clear. Financial and legal advice should be sought at an early stage. This will ensure that the Council only carries out work that is within its legal powers, and that financial issues such as insurance and taxation are properly considered. D83 Directors must provide appropriate information to the CFO to enable a note to be entered into the Statement of Accounts where necessary. Internal Recharges D84 The CFO will establish a framework for budgeting and accounting for internal recharges for central support services and other departmental recharges in accordance with proper accounting practices and SeRCOP. D85 The CFO will arbitrate on disputed recharges where these cannot be satisfactorily resolved between departments within the specified timescale. D86 The Chief Officer will maintain proper service level agreements for all significant internal services. D87 The CFO will ensure accurate and timely recharges are made for Central Support Services. D88 Directors will:

• Notify and agree with client departments in advance of any service provision of all recharges.

• Notify and/or respond to disputed recharges in accordance with the timescales laid down by the CFO.

• Ensure that internal recharges for their services are processed on a monthly basis.

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• Ensure that budgets for the purchase and provision of internal services are agreed between purchaser and provider and properly reflected in annual budgets and business plans and budget monitoring statements.

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Journals D89 Journals are used to correct the coding of income and expenditure, recharges or to carry out balance sheet transactions on the financial System. The CFO will establish a process to ensure that:

(a) Journals can only be generated within agreed levels of delegation and security; (b) Only authorised inputters and authorisers can generate journal entries; (c) An authorised list of inputters and authorisers is maintained on the corporate finance system to verify compliance; (d) There is a separation of duties between inputters and authorisers of journals, and (e) The corporate financial system will only allow ‘balanced’ journals to be accepted.

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E. External Arrangements Contractual Relationships E1 Directors must ensure that work carried out by third parties for the Council is approved and covered by a suitable contract or agreement so that the responsibilities of each party are clear. Financial, legal and procurement advice should be sought at an early stage. This will ensure that the organisation only carries out work that is within the relevant legal powers, and that financial issues such as responsibility for managing budgets, insurance and taxation are properly considered. All contractual arrangements should be consistent with the Contract Standing Orders. Partnership Arrangements E2 The Council provides a distinctive leadership role for the community and brings together the contributions of the various stakeholders. It must also act to achieve the promotion or improvement of the economic, social or environmental well-being of the Borough. E3 The Cabinet is responsible for approving delegations, including frameworks for partnerships. E4 The CFO must ensure that the accounting arrangements to be adopted relating to partnerships and joint ventures are proper. He or she must also consider the overall corporate governance arrangements and legal issues when arranging contracts with external bodies. He or she must ensure that the risks have been fully appraised before agreements are entered into with external bodies. E5 Directors must ensure that the full implications of any partnership are explored and that Finance and Legal officers are consulted at an early stage. The following issues should be addressed:

• Is a partnership the best vehicle for achieving the desired outcome?

• What are the objectives of the partnership and are they consistent with the Council’s priorities?

• What is the legal status of the partnership and how will it be governed?

• What is the liability of the Council and the other partners?

• Are the roles and responsibilities clear?

• What are the risks and how will they be managed and monitored?

• How will the performance of the partnership be monitored and how will success be measured?

• Who employs and manages the staff?

• How will the partnership be funded and who is responsible for the financial management, accounts and audit arrangements?

• Are there any taxation issues?

• Is there a robust business case?

• How will goods and services required by the partnership be procured?

• What are the resource implications in terms of staff, premises etc?

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E6 Directors are responsible for appropriate approvals before any commitment or agreement is entered into. E7 A partnership arrangement must not be used as a means of avoiding the procurement rules. Chief Office Responsibilities are to: (a) Report all new partnerships proposals as required by the Scheme of Delegation. (b) The value of the partnership for this purpose is the sum of the Council’s contribution over the life of the partnership (whether capital or revenue) and the value of any contributions in kind e.g. premises, staffing, IT systems etc. (b) Ensure that all new partnerships have a written agreement between the partners covering the following points

i) the duration, purpose and benefits to be derived from the partnership; ii) the governance arrangements, including the accountable body; iii) Agreed service targets and performance reporting; iv) Financial reporting, partner contributions over time, ownership of assets,

and fees and charges; v) Arrangements for joining, leaving and winding up the partnership; vi) Employer and terms of conditions of any staff; vii) Insurance arrangements; viii) Treatment of VAT and any other tax implications of the partnership.

Public Finance Initiative (PFI) and Local Improvement Finance Trust (LIFT)

E8 A PFI scheme is one where the local authority is purchasing a capital intensive service from the private sector over the period of a long term contract, normally between 25 to 30 years. E9 The CFO and Cabinet authorisation is required for PFI projects. E10 Chief Officer must notify the CFO of any proposed PFI projects before negotitation or funding requests are made and seek cabinet approval, supported by a business case and an option appraisal. The Chief Officer must seek Financial, Legal and Procurement advice from the outset. Grants to Outside Bodies E11 Grants to voluntary bodies and community organisations must be effectively managed, in a similar way to partnerships and procurements. E12 Decisions to approve assistance to an outside body by grant must follow the agreed procedures and scheme of delegations:-

i) The receiving body has been properly identified, has suitable lead parties, a defined work area or purpose, and suitable trust documents or constitution; ii) Any conflicts of interest have been declared and properly managed; iii) Any risks to such agreements and to the Council’s interests are being adequately and appropriately managed; iv) The assistance contributes to the delivery of the Council’s services or to the achievement of the Council’s corporate objectives;

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v) The extent and purpose of the assistance have been properly identified; vi) Arrangements for the repayment of any loan have been made; vii) Arrangements to gain repayment or recovery for the value of the assistance are in place in the event of default by the recipient; viii) Any specific conditions relating to the assistance have been identified; ix) Monitoring arrangements have been put in place, linked to stage payments, to ensure the assistance is used for the purpose approved; x) the recipient will provide evidence to the Council demonstrating proper accounting for, and use of, the assistance, including, access to the accounts of the body for the CFO, or designated representative, and to supporting information, documents and evidence; xi) A legally binding agreement is in place between the Council and the body covering the above conditions relating to the use of grant or other assistance; xii) full records will be maintained of all grants and related applications for assistance, which should identify which staff are involved in the processing of applications and grants, and record the date of approval of any grant or other assistance, and by whom, and any other relevant transaction information; xii) Members will approve all grants and assistance to external bodies in accordance with the agreed grants programme guidance;

E13 The Responsibilities of the CFO are:

• To advise on effective controls;

• To advise on any funding implications of grants or assistance;

• To ensure the accounting arrangements are satisfactory;. E14 The responsibilities of Directors are:

• To ensure that the key controls set out above are implemented in respect of all grants made and assistance provided;

• To undertake any research, e.g. by making enquiries of the Charity Commissioners, into the financial standing of proposed grant receiving bodies;

• To ensure the use of any corporate standard agreements drawn up by the CFO (as updated from time to time), with any specific conditions incorporated therein.

Accountable Body E15 The Council may from time to time may choose to act as the Accountable body for a third party, for example to support local partnership arrangements, pooled budget arrangements or as a condition of grant funding. These arrangements may from part of our contribution in kind to a valued partnership. However, there is work required to support the accountable body role and assuming this responsibility also carries financial risks Chief Financial Officer E16 The CFO must approve all Accountable Body arrangements before they are entered into on behalf of the authority

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E19 In doing so the CFO will confirm:

• There is a suitable formal agreement in place covering duties and responsibilities or all the parties for financial matters (See Partnership Section)

• the resources are available to undertake the Accountable Body role;

• There are adequate arrangements are in place to recoup the Accountable Body costs from the 3rd party or include them as part of the Council’s contribution to the 3rd party arrangements;

• Appropriate checks and safeguards are in place to prevent financial loss to the Council arising from its duties as Accountable Body, the arrangements, such as grant claw back, overspends, loss of assets or fraud;

• The Council retains the power to retain funding where there is a breach of governance arrangements.

Directors Responsibilities E20 To refer all Accountable Body agreements to the CFO for approval before they

are entered into. E21 To provide the CFO with all information and documentary evidence requested in order for the CFO to undertake the Accountable Body role. Emergency Planning E22 In the event of a catastrophic incident being declared, the CFO is authorised to make emergency payments under the London Councils Gold resolution, to be reimbursed by central government. E23 Nothing in these regulations shall prevent expenditure being lawfully incurred by the Head of Paid Service in respect of an emergency under section 138 of Local Government Act, 1972, in accordance with the agreed scheme of delegation and emergency plans. E24 The CFO must ensure systems are in place keep proper records are of all such emergency expenditure to allow for the submission of a formal claim under the Bellwin or other relevant scheme. F25 Directors must ensure that records of all payments and receipts are kept and made available to the CFO in order to facilitate any future claim for assistance.

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F Scheme of Delegation for Financial Transactions F1 Where there is an adequate budget provision, the officers shown below may authorise financial transactions up to the limits indicated in relation to the approved policies and activities of the Council. Where the decision to spend is a key decision then, it will go to the Cabinet for approval. Scheme of Delegation for Financial Transactions F3 The officers shown below may authorise financial transactions up to the limits indicated in relation to the approved policies and activities of the Council and provided there is adequate budget provision. F4 Financial delegations in relation to Maintained Schools are maintained locally by

the appropriate Governing Body.

Delegation Approval of Orders

Approval of unsupported invoice

Contracts Value

Petty Cash Payment

Virements,

*Counter signed

System Role

EBP Approver

Completed Off line

Completed Off line

Completed Off line

Completed Off line

CFO unlimited unlimited £100,000 Above £500

£500,000

CE unlimited unlimited £500,000 Above £500

*£100,000 CFO

Corporate Directors; Head of Paid Service; Monitoring Officer

unlimited unlimited £100,000 Above £500

*£100,000 CFO

Director £500,000 £100,000 £100,000 £500 *£50,000 Corporate Director & CFO

Divisional Director (SPM1)

£300,000 £50,000 £100,000 £500 *£50,000 Corporate Director & CFO

SPM 2/3 Head of Service

£100,000

£20,000 £50,000 £100 cash £250 cheque

*£25,000 Divisional Director & CFO

SPM 4/5 Service Manager/ Team Leader

£50,000 £10,000 £25,000

£50 cash £100 cheque

*£10,000 Divisional Director & CFO

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Approval Required for schemes in the approved capital programme

Amount £

CFO < £500,000

CFO, Leader and Portfolio Holder for Finance >=£500,000

< £1,000,000

CSB and Cabinet >= £1,000,000

Capital De Minimis - Assets or a group of like assets will be treated as revenue below this level

£2,000

Ex Gratia Payments – CFO & Monitoring Officer £1,000 <£100,000

Ex Gratia Payments – CFO, Monitoring Officer & Cabinet >=£100,000

Debt Write off F5 Write-offs are subject to approval as follows:

Category Limit (£)

CFO

0 - 10,000

Portfolio Holder with responsibility for Strategy, Partnership and Finance

10,001 – 25,000

Cabinet >25,000

F6 The limits apply to individual debts or category of debts. A quarterly report will be submitted to Cabinet summarising write offs below £25,000. Assets F7 The CFO shall maintain inventories that record an adequate description of portable and desirable items such as computers, monitors, printers, facsimile machines, mobile phones and photographic equipment above the value shown below. £1,000 Land and Property Disposals F8 Corporate Directors in conjunction with the portfolio holder has delegated authority for General Land and Property disposals £0.250m. - Anything above £0.250m must be reported to the Cabinet for approval. Fixtures and Fittings Disposals F9 All property, plant or equipment assets disposed of over the value of £10,000 must be cleared with the CFO

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Money Laundering F10 The maximum amount receivable from a single customer in coin, notes, or travellers cheques in respect of goods or services. £5,000

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Associated Procedure Notes

Financial Procedure Rules section

Procedure Notes Lead Officer Reference

Corporate Strategies and Plans

No. Financial Procedure Rules section


S1 Risk Management and Internal Control

Risk Management Strategy

Head of Internal Audit Uk corporate governance Code, 2010, Neale Burns http://harrowhub/info/200193/risk_management/313/risk_management/2

Risk Management and Internal Control

Statement of Risk Appetite

Risk Manager Uk corporate governance Code, 2010, Neale Burns http://harrowhub/info/200193/risk_management/313/risk_management/2

S2 Financial Planning and Management

Medium Term Financial Strategy

Director


Capital Strategy Deputy 151 Officer


Treasury Strategy

George Bruce, Treasury and Pension Fund Manager


Pensions Funding Strategy



Asset Management Plan

CFO/Head of Property

Policy and Procedures



P1 Roles & Responsibilities

Scheme of Delegation

Monitoring Officer, Corporate Directors, Directors and Divisional Directors

P2 Other Financial Accountabilities

Closure of Accounts and Accounting Policy

Deputy 151 Officer

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P4 Risk Management and Internal Control

Anti-Fraud and Corruption Policy

Head of Internal Audit


Whistleblowing Policy and Procedure



Fraud Investigation guidelines



Proceeds of Crime Act and Anti Money – Laundering Policy


P8 Financial Planning and Management

Financial Planning Deputy 151 Officer


Capital Programme

Deputy 151 Officer


Fees and Charges Policy

Deputy 151 Officer


Budget Monitoring Deputy 151 Officer

P12 Financial Systems and Business processes

Debt Management overall Policy Sundry Credit Policy

Deputy 151 Officer


Goods Receipt and Invoice Receipt

Head of Technical Finance and Accountancy


Payment of Invoices

Accounts Payable/Accounts Receivable Manager


Purchase Cards CFO


Expenses, travel and subsistence allowances

Divisional Director (Human Resources and Development)


Management of the Banking Contract and Operation of Bank Accounts

Treasury and Pension Fund Manager Services)


Cash Book Divisional Director (Shared Services)


Bank Reconciliation


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Retention of Documents


P21 Property and Resources

Asset Management, including Disposal

Head of Property and Infrastructure


Stocks and Stores and Inventories



Treasury Management policy and practices



Use of Consultants Divisional Director (Human Resources and Development)

P25 Chart of Accounts/SAP Hierarchy Control


P26 Establishment Control

Divisional Director (Human Resources and Development)/CFO

Registers and Lists

Registers and Lists


Register Name Lead Officer Reference

R1 Grants Register Head of Technical Finance and Accountancy

R2 Asset registers Directors

R3 Register of contingent assets and contingent liabilities

CFO

R4 Register of Audit recommendations

CFO

R5 Register of interests

Monitoring Officer

R6 Risk Register Head of Internal Audit

R7 Local Land Charges Register

Monitoring Officer

R8 Lists of authorised officers, with specimen signatures and

Monitoring Officer

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4K - 62

delegated limits

R9 Schedule of disposals

Corporate Director of Environment and Enterprise

R10 Petty Cash Procedures

Deputy 151

R11 S106 and CIL Deputy 151

R12 Purchasing Cards CFO?/Procurement See procurement. CAPCAR

R13 Terrier Monitoring Officer

G:\FER & SAP Refresher Training\Financial Procedure Rules\Associated Procedure Notes

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Section G - Glossary and Abbreviations Accounting Officer Every central Government organisation is required to have an Accounting Officer, who is usually the senior official in the organisation. They have personal responsibility for the overall organisation, management and staffing of the department and for department-wide procedures in financial and other matters. Accounting Records

All of the prime documentation, whether paper, electronic or in another form, involved in the preparation of financial statements or records relevant to audits and financial reviews. Accounting records include records of assets and liabilities, monetary transactions, ledgers, journals, and any supporting documents such as purchase orders, goods receipt notes,, cheques, invoices and receipts.

Accrual Procedure for accounting in one financial year for expenditure actually made or income actually received in the following year although due or chargeable in the year of account – entries made in the year of account are reversed in the following year. Agency Staff or Worker Under Regulation 3 of the Agency Workers Regulations 2010, an “agency worker’ is defined as an individual who is supplied by a temporary work agency to work temporarily for and under the supervision and direction of a hirer. They have a contract of employment with the agency or a contract to perform work and services personally with the agency. See also Consultant AMP (Asset Management Plan) Corporate and departmental plans outlining how the Council plans to manage its assets. Audit Committee In Harrow the Governance, Audit and Risk Management Committee is the Audit committee. Balances Amounts carried forward in the accounts from one financial year to another Budget The Council’s spending plans for a financial year. The revenue budget, when approved by the full Council and after deduction of Revenue Support Grant and redistributed Business Rates, determines the Council Tax for the year. The capital budget represents the approved amount of capital expenditure for a year together with how it will be funded. (Budget can refer to the total budget or to a service or part of a service). Budgetary Control Comparison of actual expenditure and income against approved budgets during the year and the taking of action to resolve any variations which arise.

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4K - 64

Capital Expenditure Expenditure on making, buying or substantially improving fixed assets. Capital Programme Sets out the Council’s capital expenditure plans for the near future. Capital Receipts The net proceeds arising from the sale of land, buildings and other fixed assets owned by the Council and any other income deemed by statute to be of a capital nature. Capital Resources Amounts available to finance capital expenditure - including borrowing, capital receipts, capital grants and revenue. Cash Limit A budget set at a fixed level with no scope for subsequent increase. Charges Income raised from the users of services both external or internal, which may be either set by central government or set by the authority. Chart of Accounts The organisation and numbering of accounts held in the general ledger. For local authorities recommended best practice is contained within CIPFA’s “Statement of Recommended Practice” (SeRCOP) Chief Financial Officer (CFO) The Chief Financial Officer (CFO) is the organisation’s most senior executive role charged with leading and directing financial strategy and operations. All Local Authorities must appoint a Chief Finance Officer (CFO) under Section 151 of the Local Government Act 1972. The CFO is critical to: • Maintaining strong financial management underpinned by financial controls to maintain probity. This includes corporate risk management, partnership arrangements, effective prudential borrowing and fund management, internal audit function, anti-fraud and corruption, financial systems, sound financial records and information • Leading and managing an effective and responsive financial service. • Supporting and advising officers in their operational roles. • Supporting and advising democratically elected representatives. • Contributing to corporate management and leadership, ensuring that finance advice carries the appropriate weight and is of the proper standard. Chartered Institute of Public Finance and Accountancy (CIPFA) One of the six chief accountancy institutes which make up the Consultative Committee of Accountancy Bodies. CIPFA is responsible for the education and training of professional accountants in the public sector and for setting accounting standards for local government. Much of the guidance issued by CIPFA has statutory force.

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4K - 65

Consultant Temporary workers genuinely engaged on a self-employed basis as a consultant or interim, those working on a Council ‘as and when contract’ or through a managed service contract, for example Capita employees. Contingency Amount set aside within an approved budget but not assigned for a specific purpose which may cover, for example, inflation increases or sums retained centrally for allocation during the year. Contingent Liability - A possible obligation that arises from past events and whose existence will be confirmed only by the occurrence of one or more uncertain future events not wholly within the organisation’s control De Minimis Numerical limit below which the relevant rule or regulation does not apply. Document Retention Schedule Details the time, dictated by statute or good practice, for which prime records for various areas of the Council’s activity should be retained for possible examination. Estimate Anticipated expenditure or income - generally synonymous with “budget”. Executive, The the decision making body of the Council, consisting of elected members, in accordance with the Constitution. It can legally take the form of a leader and cabinet, an elected mayor and cabinet, or an elected mayor and council manager. Finance Lease A form of credit arrangement where the Council accepts the risks and rewards of ownership of an asset for a major part of the economic life of the asset in return for a periodic payment. FRS (Financial Reporting Standard) Accounting standards adopted by Accounting Standards Board. Head of Internal Audit The Head of Internal Audit is a senior manager who heads the Internal Audit Service. They must be professionally qualified and suitably experienced. They support the delivery of the Council’s strategic objectives by providing objective scrutiny and advice and championing best practice on all aspects of governance, risk management and internal control. Head of Paid Service The Chief Executive undertakes the statutory role of Head of Paid Service and is responsible for the leadership and general administration of the Authority.

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4K - 66

Maintained Schools Maintained schools are funded by central government via the local authority. Maintained schools are accounted for within the Council’s accounts. Medium Term Financial Strategy (MFTS) The MTFS is a forward looking financial strategy for the Council covering at least three years that both revenue and capital Monitoring Officer The Monitoring Officer is a designated officer of the Authority appointed under section 5(1) of the Local Government and Housing Act 1989. The Monitoring Officer has responsibility for ensuring the legality of the actions of the Authority and its officers, and for ensuring that the policies of the Authority are properly developed and implemented. The monitoring officer is responsible for promoting and maintaining high standards of financial conduct and therefore provides support to the standards committee and the CFO. MTFS See Medium Term Financial Strategy Money Laundering Reporting Officer Businesses that are regulated by the Money Laundering Regulations must appoint a nominated officer to receive and make reports on suspicious activities. Operating Lease An agreement whereby the leaser retains the risks and rewards associated with ownership of an asset and normally assumes responsibility for repairs, maintenance and insurance.

Overspending The excess of actual expenditure at the end of a year or contract which is greater than the approved budget, or actual income which is less than the approved budget. Provision The setting aside of financial resources to meet the potential cost of a past occurrence likely to lead to a future obligation of which the timing or amount cannot be precisely quantified. Reserves Amounts set aside for specific purposes to meet future expenditure which do not qualify as provisions (also called earmarked reserves). Revenue Budget Approved amount of revenue expenditure for a financial year.

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Revenue Expenditure Any expenditure that does not meet the capital test must be charged to the Consolidated Revenue Account, including capital charges and any capital expenditure not met from capital resources. Scheme of Delegation A formal document recording the agreed handing down of statutory (where allowed) and other responsibilities by the Council to the Cabinet, Cabinet Members, Committees, Panels and Officers. Slippage Expenditure on a capital scheme delayed from one financial year into the next but which does not affect the total cost of the scheme. Trading Accounts Under the SeRCOP Councils may choose to maintain trading accounts for services that provide goods and service under a commercial or semi commercial agreement:

Underspending The amount that actual expenditure is less than the approved budget for a given period or conversely actual income is above the approved budget. This represents amounts that will never be incurred or received and should be distinguished from Slippage, which is merely delayed expenditure.

Virement The approved transfer of budget from one area to another.

Wednesbury Rules When developing policy or taking decisions, under the Wednesbury Rules, all officers should ensure that the authority took into account those matters it should, ignored those it shouldn’t and came to a reasonable conclusion.

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PART 5

Codes and Protocols

465

PART 5

Codes and Protocols

Page No.

A Code of Conduct for Councillors 5A - 1

B Code of Conduct for Council Employees 5B - 1

C Protocol on Councillor/Officer Relations 5C - 1

D Code of Practice on Local Government Publicity 5D - 1

E Protocol for Dealing with Planning Applications and Lobbying 5E - 1

F Corporate Anti-Fraud Policy 5F - 1

G Protocol on Confidentiality of Part II Reports 5G - 1

H Protocol on Co-optees and Advisers 5H - 1

I Members’ Access to Information 5I - 1

J Gifts and Hospitality – Members’ Protocol 5J - 1

K Code on Corporate Governance 5K - 1

L Anti-Money Laundering Policy 5L – 1

M Social Media Protocol 5M – 1

N Cabinet Decisions Protocol 5N – 1

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London Borough of Harrow 5A - 1 August 2012Code of Conduct for Councillors

HARROW COUNCIL

A. CODE OF CONDUCT FOR COUNCILLORS

Background

The Localism Act 2011 requires the Harrow Council to promote and maintain high standards of conduct by Members and Co-opted Members of the Council. It also requires the Council to adopt a code of the conduct expected of such Members when acting in that capacity.

This Code has been prepared and adopted by Harrow Council

The Council having adopted this Code will, from time to time, revise and replace it as is appropriate but will publicise such changes through its website and otherwise for the information of people living in its area.

PART 1

GENERAL PROVISIONS

Introduction and interpretation

1.1 This Code defines the standards of conduct, which will be required of you and in your relationships with the Council and its Officers. It has been created to embrace the 10 general principles of conduct which are set out in Appendix 1.

1.2 The Code represents the standard against which the public, fellow Councillors, and the Authority’s Standards Committee will judge your conduct. A breach of the Code may also constitute a criminal offence.

1.3 You should familiarise yourself with the requirements of this Code. You should regularly review your personal circumstances, particularly when those circumstances change. If in any doubt, you should seek advice from the Authority’s Monitoring Officer.

1.4 (1) This Code applies to you as a member of the Council.

(2) You should read this Code together with the general principles set out inAppendix 1.

(3) It is your responsibility to comply with the provisions of this Code.

(4) In this Code –

(a) “the Act” means the Localism Act 2011;

(b) “body in which the relevant person has a beneficial interest” means a firm in which the relevant person is a partner or a body corporate of which the

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relevant person is a director, or in the securities of which the relevant person has a beneficial interest;

(c) “Co-opted Member” means a person who is not a Member of the Council but who:

(i) is a member of any committee or sub-committee of the Council, or (ii) is a member of, and represents the Council on, any joint

committee or joint sub-committee of the Council.

(d) “director” includes a member of the committee of management of an industrial and provident society;

(e) “land” excludes an easement, servitude, interest or right in or over land which does not carry with it a right for the relevant person (alone or jointly with another) to occupy the land or to receive income;

(f) “M” means a member of a relevant authority;

(g) “meeting” means any meeting of -

(i) the Council ;

(ii) the Executive of the Council ;

(iii) any of the Council’s or its executive’s committees, sub-committees, joint committees, joint sub-committees, or area committees;

(iv) in taking a decision as a Ward Councillor or as a Member of the Executive.

(v) at any briefing by officers; and

(vi) at any site visit to do with business of the authority

(h) “member” includes a Co-opted member and an Appointed Member;

(i) “relevant authority” means the authority of which M is a member;

(j) “relevant period” means the period of 12 months ending with the day on which M gives a notification for the purposes of paragraphs 9.2 (a) or 12.1 of this Code.

(k) “relevant person” means M or any other person referred to in paragraph 8.1 (b).

(l) “securities” means shares, debentures, debenture stock, loan stock, bonds, units of a collective investment scheme within the meaning of the Financial Services and Markets Act 2000 and other securities of any description, other than money deposited with a building society.

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(m)“subject to a pending notification” means a notification made of a disclosable pecuniary interest to the Monitoring Officer which has not yet been entered in the Register of Interests.

Scope

2. (1) You must comply with this Code whenever you are acting in yourcapacity as a Member of the Council.

General obligations

3. (1) You must treat others with respect.

(2) You must not-

(a) do anything which may cause the Council to breach any of the equality enactments (as defined in section 33 of the Equality Act 2006

(b) bully any person;

(c) intimidate or attempt to intimidate any person who is or is likely to be

(i) a complainant,

(ii) a witness, or

(iii) involved in the administration of any investigation or proceedings,

in relation to an allegation that a Member (including yourself) has failed to comply with the Council’s code of conduct; or

(d) do anything which compromises or is likely to compromise the impartiality of those who work for, or on behalf of, the Council .

(3) In relation to police authorities and the Metropolitan Police Authority, for the purposes of sub-paragraph (2)(d) those who work for, or on behalf of, an authority are deemed to include a police officer.

4. You must not -

(a) disclose information given to you in confidence by anyone, or information acquired by you which you believe, or ought reasonably to be aware, is of a confidential nature, except where -

(i) you have the consent of a person authorised to give it;

(ii) you are required by law to do so;

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(iii) the disclosure is made to a third party for the purpose of obtaining professional advice provided that the third party agrees not to disclose the information to any other person; or

(iv) the disclosure is -

(aa) reasonable and in the public interest; and

(bb) made in good faith and in compliance with the reasonable requirements of the authority; or

(b) prevent another person from gaining access to information to which that person is entitled by law.

5. You must not conduct yourself in a manner which could reasonably be regarded as bringing your office or the Council into disrepute.

6. 1 You:-

(a) must not use or attempt to use your position as a Member improperly to confer on or secure for yourself or any other person, an advantage or disadvantage; and

(b) must, when using or authorising the use by others of the resources of the Council -

(i) act in accordance with the Council’s reasonable requirements;

(ii) ensure that such resources are not used improperly for political purposes (including party political purposes); and

(c) must have regard to any applicable Local Authority Code of Publicity made under the Local Government Act 1986.

6.2 You may have dealings with the Council on a personal level, for instance as a council tax payer, as a tenant, or as an applicant for a grant or a planning permission. You should never seek or accept preferential treatment in those dealings because of your position as a Member . You should also avoid placing yourself in a position that could lead the public to think that you are receiving preferential treatment. Likewise, you should never use your position as a Member to seek preferential treatment for friends or relatives, or any firm or body with which you are personally connected.

6.3 You should always make sure that any facilities (such as transport, stationery, or secretarial services) provided by the Council for your use in your duties as a Councillor or a committee member or member of the Executive are used strictly for those duties and for no other purpose.

7.1 (1) When reaching decisions on any matter you must have regard to any relevant advice provided to you by –

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(a) the Council’s Chief Finance Officer; or

(b) the Council’s Monitoring Officer,

where that officer is acting pursuant to his or her statutory duties.

(2) You must give reasons for all decisions in accordance with any statutory requirements and any reasonable additional requirements imposed by your authority.

7.2 When reaching decisions you should -

(a) not act or cause the Council to act unlawfully, in such a manner as would give rise to a finding of maladministration, in breach of any undertaking to the Court, or for the advantage of any particular person or interest rather than in the public interest; and

(b) take into account all material information of which you are aware andthen take the decision on its merits and in the public interest

PART 2

INTERESTS

Disclosable Pecuniary Interests

8.1 A pecuniary interest is a “Disclosable Pecuniary Interest ”if it is of a description specified in Appendix 2 and either:

(a) it is the interest of you as a Member or

(b) it is an interest of:

(i) the Member’s spouse of civil partner (ii) a person with whom the Member is living as husband and wife, or (v) a person with whom the Member is living as if they were civilpartners,

and the Member is aware that the other person has that interest.

8.2 If you are in any doubt as to whether you should continue to participate in any matter, you should take advice from the Monitoring Officer at an early stage as to whether your circumstances permit continued participation.

8.3 You, or some firm or body with which you are personally connected may have professional, business or other personal interests within the area for which the Council is responsible. Such interests may be substantial and closely related to the work of the Executive or one or more of the Council’s committees.

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8.4 You should not seek, or accept, membership of the Executive or any such committee, if that would involve you in disclosing an interest so often that you could be of little value to the Executive or committee, or if it would be likely to weaken public confidence in the duty of the Executive or committee to work solely in the general public interest.

Effect of disclosable pecuniary interests on participation

9.1 Where you are present at a meeting of the Council and you are aware that you have a disclosable pecuniary interest in any matter to be considered, or being considered, then:

(a) if the interest is not entered on the Council’s register of interests you must (subject to the provision relating to sensitive interests) disclose the interest to the meeting, and

(b) if the interest is not entered on the Council’s register of interests and is not the subject of a pending notification you must notify the Monitoring Officer of that interest before the end of 28 days beginning with the date of disclosure and

(c) (i) (subject to any current dispensation) may not participate (or participate further) in any discussion of the matter at the meeting or

(ii) participate in any vote (or vote further) taken on the matter at the meeting

(iii) and must leave the room in which the meeting is being held

9.2 If a function of the Council may be discharged by you as a single member acting alone and you are aware that you have a disclosable pecuniary interest in any matter to be dealt with, or being dealt with, in the course of discharging that function then

(a) if the interest is not entered on the Council’s register of interests and is not the subject of a pending notification you must notify the Monitoring Officer of that interest before the end of 28 days beginning with the date when you became aware of the existence of the interest in relation to the business to be dealt with and

(b) you must not take any steps, (or further steps) in relation to that matter except for the purpose of enabling the matter to be dealt with otherwise than by you.

(c) decision-making by a single executive member is a matter of particular sensitivity, and if you have a disclosable interest in a matter on which you may take a decision you should wherever possible refer the matter to the Executive for a collective decision.

Other Interests

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10.1 In addition to the above requirements, if you attend a meeting at which an item of business is to be considered and you are aware that you have a “non-disclosable pecuniary interest or non-pecuniary interest” in that item, you must make verbal declaration of the existence and nature of that interest at or before the consideration of the item of business or as soon as the interest becomes apparent

10.2 You have a “non-disclosable pecuniary interest or non-pecuniary interest” in an item of business of your authority where –

(a) a decision in relation to that business might reasonably be regarded as affecting the well-being or financial standing of you or a member of your family or a person with whom you have a close association to a greater extent than it would affect the majority of the Council Tax payers, ratepayers or inhabitants of the ward or electoral area for which you have been elected or otherwise of the authority’s administrative area, or

(b) it relates to or is likely to affect any of the interests listed in the Table in Appendix 2 of this Code, but in respect of a member of your family (other than a “relevant person”) or a person with whom you have a close association and

that interest is not a disclosable pecuniary interest.

Gifts and Hospitality

11.1 You must, within 28 days of receipt, notify the Monitoring Officer in writing of any gift, benefit or hospitality with a value in excess of £100 which you have accepted as a member from any person or body other than the authority.

11.2 The Monitoring Officer will place your notification on a public register of gifts and hospitality.

11.3 This duty to notify the Monitoring Officer does not apply where the gift, benefit or hospitality comes within any description approved by the authority for this purpose.

PART 3

REGISTRATION OF MEMBERS’ INTERESTS

Registration of Members’ interests

12.1 You must, within 28 days of –

(a) this Code being adopted by the Council or

(b) your election or appointment to office (where that is later):

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notify the Council’s Monitoring Officer of any disclosable pecuniary interest which you have at the time of notification for registration in the Council’s register of members’ interests maintained under the Act.

12.2 Where you become a member of the Council as a result of re-election or re-appointment the requirement for notification as mentioned in sub-paragraph (1) above applies only to disclosable pecuniary interests not entered in the register when the notification is given.

12.3 Entries in the register are not required to be retained once you:

(a) no longer have that interest or

(b) have ceased to be a Member of the Council (otherwise than transitorily on re-election or re-appointment).

12.4 Where a Member gives a notification for the purposes of sub-paragraph (1) above the Monitoring Officer must cause the interests notified to be entered on the Register whether or not they are disclosable pecuniary interests.

12.5 Where a Member gives a notification for the purposes of paragraphs 9.1(b) or 9.2 (a) above the Monitoring Officer must cause the interest notified to be entered on the Register whether or not they are disclosable pecuniary interests.

12.6 You must inform the Monitoring Officer within 28 days of any change to your circumstances regarding any existing registration or need for further registration.

Sensitive information

13. Where you have a personal or declarable pecuniary interest and you and the Monitoring Officer consider that it is of such a nature that disclosure of the details of the interest could lead to you or a person connected to you being subject violence or intimidation then:

(a) if the interest is entered on the Council’s Register, copies that are made available for inspection and any publishes version of the Register must not include details of the interest but may state that you have an interest details of which are withheld under this provision.

(b) if by virtue of this Code you are required to disclose an interest at a meeting then that requirement shall be amended to only require disclosure that such an interest exists in respect of the matter concerned, but not the terms of that interest.

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APPENDIX 1

THE 10 GENERAL PRINCIPLES OF CONDUCT

Members are reminded of the 10 General Principles of Conduct (as set out below), which govern the conduct of members.

1. Selflessness - Members should serve only the public interest and should never improperly confer an advantage or disadvantage on any person.

2. Honesty and Integrity - Members should not place themselves in situations where their honesty and integrity may be questioned, should not behave improperly and should on all occasions avoid the appearance of such behaviour.

3. Objectivity - Members should make decisions on merit, including when making appointments, awarding contracts, or recommending individuals for rewards or benefits.

4. Accountability - Members should be accountable to the public for their actions and the manner in which they carry out their responsibilities, and should co-operate fully and honestly with any scrutiny appropriate to their particular office.

5. Openness - Members should be as open as possible about their actions and those of their authority, and should be prepared to give reasons for those actions.

6. Personal judgement - Members may take account of the views of others, including their political groups, but should reach their own conclusions on the issues before them and act in accordance with those conclusions.

7. Respect for others - Members should promote equality by not discriminating unlawfully against any person, and by treating people with respect, regardless of their race, age, religion, gender, sexual orientation or disability. They should respect the impartiality and integrity of the authority's statutory officers, and its other employees.

8. Duty to Uphold the Law - Members should uphold the law and, on all occasions, act in accordance with the trust that the public is entitled to place in them.

9. Stewardship - Members should do whatever they are able to do to ensure that their authorities use their resources prudently and in accordance with the law.

10. Leadership - Members should promote and support these principles by leadership, and by example, and should act in a way that secures or preserves public confidence.

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APPENDIX 2

DISCLOSABLE PECUNIARY INTERESTS

The duties to register, disclose and not to participate in respect of any matter in which a member has a Disclosable Pecuniary Interest are set out in Chapter 7 of the Localism Act 2011. For those purposes `Disclosable Pecuniary Interests` are defined as follows –

Interest Prescribed description

Employment, office, trade, profession or vocation

Any employment, office, trade, profession or vocation carried on for profit or gain.

Sponsorship Any payment or provision of any other financial benefit (other than from the relevant authority) made or provided within the relevant period in respect of any expenses incurred by M in carrying out duties as a member, or towards the election expenses of M.

This includes any payment or financial benefit from a trade union within the meaning of the Trade Union and Labour Relations (Consolidation) Act 1992).

Contracts Any contract which is made between the relevant person (or a body in which the relevant person has a beneficial interest) and the relevant authority—

(a) under which goods or services are to be provided or works are to be executed; and

(b) which has not been fully discharged.

Land Any beneficial interest in land which is within the area of the relevant authority.

Licences Any licence (alone or jointly with others) to occupy land in the area of the relevant authority for a month or longer.

Corporate tenancies Any tenancy where (to M’s knowledge)—

(a) the landlord is the relevant authority; and

(b) the tenant is a body in which the relevant person has a beneficial interest.

Securities Any beneficial interest in securities of a body where—

(a) that body (to M’s knowledge) has a place of business or land in the area of the relevant authority; and

(b) either—

(i) the total nominal value of the securities exceeds £25,000 or one hundredth of the total issued share capital of that body; or

(ii) if the share capital of that body is of more than one class, the total nominal value of the shares of any one

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class in which the relevant person has a beneficial interest exceeds one hundredth of the total issued share capital of that class.

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London Borough of Harrow October 2011 Code of Conduct for Council Employees

5B - 1

B. CODE OF CONDUCT FOR COUNCIL EMPLOYEES

Summary of the Code of Conduct

The Code is intended to provide guidance on standards of conduct.

The Code covers:

1. Introduction

2. General Standards

3. Financial and Non-Financial Interests including:

acceptance of hospitality and gifts outside work and private interests contracts sponsorship interests with applicants for employment

4. Relationships with colleagues, managers, councillors, contractors, the press and the public.

5. Health and Safety

6. Equal Opportunities

7. Confidentiality to protect the Council’s interests and client’s interests.

8. Care of money and property

9. Political neutrality and political restrictions

10. Responsibilities of all Corporate Directors and Directors

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5B - 2

Contents

1. Introduction 1.1. Purpose of the Code 1.2. Status of the Code 1.3. Application of the Code

2. General Standards 2.1. Official Conduct 2.2. Political Neutrality 2.3. Duty to report failure in service standards.

3. Financial and Non-Financial Interests. 3.1. Duty to declare certain contractual interests. 3.2. Corruption 3.3. Additional ‘Outside’ employment 3.4. Hospitality 3.5. Gifts 3.6. Sponsorship 3.7. Compliance with Standing Orders and Financial Regulations 3.8. Recruitment and Selection of Staff 3.9. Employment Decisions 3.10. Other Financial Interests. 3.11. Non-Financial Interests 3.12. Personal Interests.

4. Relationships 4.1. General 4.2. With Colleagues 4.3. With Managers 4.4. With Councillors 4.5. With Contractors 4.6. With the Media 4.7. With Service Users and the Public

5. Health and Safety

6. Equal Opportunities

7. Confidentiality

8. Working with the Council’s Money and Property 8.1. Care of Council’s Money and Property 8.2. Ownership of Intellectual Property 8.3. Care of Client’s Money and Property

9. Political Neutrality and Political Restrictions 9.1. Advice to Members 9.2. Political Neutrality 9.3. Political Restrictions

10. Responsibilities of all Corporate Directors and Directors

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5B - 3

1. INTRODUCTION

1.1. Purpose of the Code

To provide guidance for all employees of the Council on the standards expected of them in the performance of their duties.

To bring together existing laws, regulations and conditions of service to provide a comprehensive collection of the requirements of which employees should be aware.

1.2. Status of the Code

The Code is based on a Code approved by the Local Authority Associations, the Local Government Management Board and other professional bodies including the Trade Unions.

In most circumstances conduct in breach of this Code will also be in breach of the Disciplinary Code.

1.3. Application of the Code

The Code applies to all Harrow’s employees with the exception of teachers. Inevitably it will affect certain senior officers more than others but all employees should be aware of the contents of the Code and its importance. All activities carried out under a contract of employment with the Council or on behalf of the Council are subject to the Code. This includes activities carried out on behalf of the Council involving other organisations or local authority controlled or influenced companies.

2. GENERAL STANDARDS

2.1. Official Conduct

Employees will maintain conduct of the highest standard such that public confidence in their integrity is sustained.

Local Government employees are expected to give the highest standard of service to the public. The contract of employment is with the Council as a whole and all employees must perform their work impartially to members of the public, other employees and Councillors of all political parties.

2.2. Political Neutrality

All the individual rights of Councillors must be respected, and services, support and advice must be made equally available to all political groups. Minority political groups are entitled to the same level of advice and support as the controlling group on the Council. (See also paragraph 9.2).

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Certain local government employees may be contractually required not to undertake certain "political activities" (see Para 9.3), but in addition all employees whether restricted or not must follow the lawfully expressed policy of the Council and must not let their own political or personal opinions or beliefs interfere in any way with their work.

2.3. Duty to Report failure in Service Standards

Employees must bring to the attention of the Director any impropriety, breach of procedure or failure of the manner in which services are being provided, without fear of recrimination.

3. FINANCIAL AND NON-FINANCIAL INTERESTS

3.1. Duty to Declare Certain Contractual Interests

3.1.1. A failure by an employee to declare an interest in a contract which the Council is considering entering into or has entered into may be a prosecutable offence. Section 117 of the Local Government Act 1972 provides that if an employee knows that a contract in which (s)he has an interest is before the local authority (s)he must give notice of that interest to the authority. Notice shall be given to the Chief Executive and the particulars of the interest shall be entered into a register. The register is open to inspection by Councillors.

3.1.2 Employees who have an interest in a company or other organisation with which it is likely or possible that the Council will enter into a contract in the future are advised that they must give prior notice of the interest in the company. Separate later notice of each contract entered into is also required, under the provisions of the Act.

3.1.3. It is particularly important that if an employee is considering becoming involved or has become involved with an organisation to provide services to the Council, that that interest is disclosed at an early stage and certainly before any decisions have been taken over the tendering and selection procedures. No further part can be taken by an employee who has such an interest in the formulation of an internal bid for the provision of services under Compulsory Competitive Tendering, Voluntary Competitive Tendering, or other similar procedures.

3.2 Corruption

There are certain statutory provisions which back up the general requirement on all employees that all benefits which result from the performance of duties on behalf of the Council may only come officially by proper remuneration.

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(i) Section 117 (2) of the Local Government Act 1972 forbids an employee to accept "any fee or reward whatsoever” other than proper remuneration.

(ii) All employees, and other associated persons acting on behalf of the Council, are prohibited from offering, promising, giving or accepting any bribe either within the Council or from or to a third party organisation, in accordance with sections 1 and 2 of the Bribery Act 2010. Such bribes may relate to the improper performance of duties to gain advantage for the Council or personal advantage, financial or otherwise, for the individual, or anyone connected with the individual.

3.3. Additional "Outside" Employment

3.3.1 Employees on Scale H7 or above are required by their contract of employment to seek prior written approval before accepting any work outside the Council. Approval must be sought from the Director. Failure to obtain consent is a breach of the terms of the contract of employment.

Even where approval is given it will be on the basis that it will not be to the detriment of the work for the Council and will not in any way be in conflict with the interests of the Council.

If there is any possibility of conflict with the interests of the Council, employees below Scale H7 are required to seek approval from the Director. Employees must ensure that the additional work will not affect their work for the Council.

Approval for private work must be sought and obtained on a 3 yearly basis regardless of whether or not there has been any change in circumstances. If an employee’s position with the Council or the nature or scope of the private work changes in any way, approval must be sought from the Director in order to continue to pursue the private work.

The Harrow Scheme for Pay and Conditions of Service Vol.1 3.11 states: “Employees off duty hours are their own concern, but their private interests must not interfere with their performance in their job. Employees must not put themselves in a position where their private interests conflict with their job and the interests of the Council. The Council will not prevent employees from undertaking additional work unless such work, in the Council’s opinion, conflicts with or is detrimental to the Council’s interests or would in any way weaken public confidence in the conduct of the Council’s business.”

Section 3.11 of the Harrow Scheme for Pay and Conditions of Service Vol.1 provides that “2.1. Any Officer graded above Scale 6 must seek approval from his/her Director in writing if he/she wishes

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to undertake private work. This applies whether or not there may be a conflict of interests.”

3.3.2. No office facilities or information owned or held by the Council may be used for the purposes of "outside" use or employment. It is irrelevant whether or not the work is paid. Prior authority should be obtained for all situations where facilities or information are intended to be used. Employees should also take care not to infringe any copyrights or intellectual property rights held by the Council. Guidance should always be sought where there is any doubt as to what is permitted e.g. supplying information to local authority associations, professional groups.

3.3.3. Corporate Directors will maintain registers of all approval given.

3.4. Hospitality

3.4.1. Hospitality should not be accepted unless the employee is representing the Council in the community or where there is a genuine need to impart information. In these situations the hospitality accepted must be commensurate with the occasion and no more than is reasonable. Offers to attend social, sporting, arts, cultural or other events should only be accepted when these are part of the life of the community or where the Council should be represented.

Where it is necessary to decline an offer of hospitality this should be done courteously but firmly and the person or organisation informed of the procedures and standards operating within the Council.

3.4.2. Great care must be taken when considering whether to accept an offer of hospitality from a person or body in a contractual relationship with the Council. This is particularly so where such a relationship is being sought or a contract is being considered for renewal. Authorisation to accept any such hospitality should be sought from the appropriate Director. When receiving authorised hospitality employees should be sensitive to the timing of decisions for letting contracts for which the provider is bidding.

3.4.3. Acceptance by employees of hospitality whilst in attendance at relevant conferences and courses is acceptable where the hospitality is corporate rather than personal, and where the Director has given consent in advance after being satisfied that any purchasing decisions are not compromised. Where visits to inspect equipment etc., are required, employees should ensure that the Council meets the cost of such visits to avoid jeopardising the integrity of subsequent purchasing decisions. A record of hospitality received must be maintained in the departmental register.

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3.5. Gifts

3.5.1. It is very important that an employee does not put him or herself in a position of being suspected of dishonesty. The difference between accepting a bribe (a criminal offence) and accepting a "thank you" present for work done in a continuing relationship is very slight. To accept any reward means running a risk of a serious accusation being made. The motives of those offering rewards must always be suspected. The acceptance of a gift from those who are vulnerable and in receipt of services equally runs the risk of a serious accusation being made.

The basic rule is that employees are paid for carrying out their jobs well and that no further reward should be given or accepted.

3.5.2. It could arise that an employee is provided for in the will of a former service recipient. It is, of course, quite improper for such a gift to be solicited in any way. If an employee becomes aware at any time that he or she is provided for in the will of any person in receipt of services from the Council then the Director should be informed immediately. If a bequest is received then the member of staff should discuss with the Director whether it is appropriate for the bequest to be retained. This is not considered to be a matter on which more specific advice can be given and if such an occasion ever arises it will have to be considered at the time. What is considered to be important, in order to protect an employee from accusations of improper conduct, is that the issue is dealt with openly and with the Director being kept fully informed.

3.5.3. Unsolicited gifts are sometimes received, particularly over the Christmas holiday period. All significant gifts should be returned or passed immediately to the Director. Insignificant gifts, such as pens, calendars or diaries may be retained. If the employee is in any doubt the Director should be consulted. If the Director decides that a significant gift can be retained to be shared amongst staff or passed to a charity a record of the gift and the donor should be kept. Consideration should be given to informing the donor of the method chosen for the distribution of the gift. Where the Director feels that it is inappropriate for the gift to be retained, it must be returned to the donor.

3.5.4 Particular care must be taken when considering whether to accept gifts from contractors who are or will be seeking to obtain contracts from the Authority.

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3.6. Sponsorship

3.6.1. Where an outside organisation wishes to sponsor a local government activity, whether by invitation, tender, negotiation or voluntarily, the basic conventions concerning acceptance of gifts or hospitality apply. Particular care must again be taken when dealing with contractors or potential contractors. Offers of sponsorship must be brought to the attention of the Director.

3.6.2. Where the Council wishes to sponsor an event or service neither an employee nor any partner, spouse or relative must benefit from such sponsorship in a direct way without there being full disclosure to the Director of any such interest. Similarly, where the Council through sponsorship, grant aid, financial or other means, gives support in the community, employees should ensure that impartial advice is given and that there is no conflict of interest involved.

3.6.3. Corporate Directors will maintain a register of interests.

3.7. Compliance with Standing Orders and Financial Regulations

Standing Orders 44 to 52 of the Council regulate the content of contracts and the procedure for entering into contracts on behalf of the Council. The Financial Regulations and Financial Standards of the Authority again provide detailed guidance as to what is expected of all employees. Both Standing Orders and Financial Regulations are set out in full in the Standing Order booklet, which is available in all Departments. Financial Standards are also available in all Departments and from the Chief Internal Auditor.

All employees are expected to be aware of the content of these documents insofar as they relate to the job being undertaken. It is the responsibility of Corporate Directors to ensure that appropriate training is given and that employees are aware of the applicability of Contract Standing Orders, Financial Regulations and Financial Standards.

3.8. Recruitment and Selection of Employees

3.8.1. Employees involved in appointments should ensure that these are made on the basis of merit. In order to avoid any possible appearance of bias, employees should not be involved in an appointment where they are related to an applicant, or have a personal relationship outside work with him or her.

The Council's Recruitment, Selection and Appointment Procedures must be followed for all appointments. It is the Council’s policy that all employees involved in appointments should have received training and be fully aware of the requirements of this Procedure.

3.8.2. There is a requirement for all candidates for an appointment to disclose any relationship to a member of the Council or a senior

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employee. This obligation is referred to on all job application forms. There is a similar obligation (Section 4a of the Harrow Scheme for Pay & Conditions of Service Vol.2 on every "senior officer of the Authority ... (to) similarly disclose to the Authority any relationship known to him/her to exist between him/herself and a candidate for an appointment of which s/he is aware”. The appointing Director and Chief Personnel Officer should be made aware of any such declaration.

3.8.3. Every senior employee, i.e. employees paid H9 or above, shall disclose to the Director of their department any relationship known to the officer to exist between themselves and any candidate for appointment to the Council.

3.9. Employment Decisions

Employees should not be involved in decisions relating to discipline, grievance, promotion or pay adjustments for any employee who is a relative, partner or close friend. It is important that employees do not allow the impression to be created that a decision may have been taken for an improper reason. It is not sufficient that the decision was properly taken; the possible appearance of bias must be avoided.

3.10. Financial Interests

Certain interests in contracts if not disclosed may make an employee liable to a prosecution (see para 3.1). In addition all employees are expected to disclose all financial interests, which could conflict with the interests of the Council. No actual conflict need arise.

It may not always be clear whether an interest might conflict. Circumstances may change after the interest is obtained which make it more likely that conflict will arise.

It is most likely that a financial interest will arise from investments made in a company which may contract with or be in competition with local authorities or which arises from "outside" employment. (See also para 3.3. - notice of other employment). Notice should be given to the Director. Advice should be sought if the employee considers there is any element of doubt as to whether the interest should be declared or not.

The interests of the employee's family and friends may, depending on the circumstances, also be notifiable to the Director. The test is whether the interest and the relationship is such that a member of the public might reasonably consider that the employee would be influenced by the interest and might not therefore always be acting impartially on behalf of the Council. The likelihood of the employee being able to influence a decision or otherwise influence the delivery of a service would also be a relevant factor to take into consideration. Where the Director considers it to be advisable, the employee will take no further part in procedures, which he/she has an interest in. All such interests will be recorded in the register

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of interests kept by the Corporate Director and available for inspection by Members of the Council.

3.11. Non-Financial Interests

All other non-financial interests should also be declared to the Director where it is considered that the interest could be in conflict with the interests of the Council.

Examples of such interests are:

(a) school governor of a school maintained by the Council

(b) involvement with an organisation receiving grant aid from the Council

(c) membership of a National Health Trust

(d) involvement with an organisation or pressure group which may seek to influence the policies of the Council

All such interests will be recorded in the register of interests kept by the Corporate Director and available for inspection by Members of the Council.

The interests of the employee's family and friends may, depending on the circumstances, also be notifiable to the Director. The test is whether the interest and the relationship is such that a member of the public might reasonably consider that the employee would be influenced by the interest and might not therefore always be acting impartially on behalf of the Council. The likelihood of the employee being able to influence a decision or otherwise influence the delivery of a service would also be a relevant factor to take into consideration.

3.12. Personal Interests

Employees must declare to their Director membership of any organisation which is not open to the public without formal membership and commitment of allegiance and which has secrecy about rules or membership or conduct.

The following definition of what constitutes a secret society was used by the working group responsible for drafting the LGMB code of conduct:

“Any lodge, chapter, society, trust or regular gathering or meeting which:

(a) is not open to members of the public who are not members of that lodge, chapter, society or trust

(b) includes in the grant of membership an obligation on the part of the member a requirement to make a commitment (whether by oath or

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otherwise) of allegiance to the lodge, chapter, society, trust, gathering or meeting and

(c) includes, whether initially or subsequently, a commitment (whether by oath or otherwise) of secrecy about the rules, membership or conduct of the lodge, chapter, society, trust, gathering or meeting.

A lodge, chapter, society, trust gathering or meeting as defined above, should not be regarded as a secret society if it forms part of the activity of a generally recognised religion”.

4. RELATIONSHIPS

4.1. General

The Council expects employees to maintain good relationships with colleagues and members of the public. Employees should respect the rights of others and in particular should act in accordance with the Council’s policy on harassment. The Council is committed to creating an environment in which people can work together in harmony and condemns all forms of harassment and expects all victims to be given the help and assistance that it is within the power and policies of the Council to provide.

4.2. With Colleagues

All employees are expected to apply the same high standards of conduct in their dealings with colleagues as with the public. The disruption of other's work or the acting in any way that unnecessarily makes the tasks of others more difficult or more time consuming is unacceptable behaviour.

Employees should not use their position with the Council improperly to take advantage of other employees.

4.3. With Managers

All employees have a joint responsibility to ensure good working relationships. The manager is expected to provide feedback on performance, give advice on how improvements can be made, define what is expected from an employee and deal with concerns about the work. For some employees there are formal procedures but even where formal procedures do not exist managers are expected to provide this assistance in an appropriate manner (formal or informal).

Managers are expected to provide support for employees in the performance of their duties, including assistance where necessary, in dealing with other employees or the public.

Employees should carry out all reasonable and lawful instructions to the best of their abilities. Documents and records should be kept in an honest

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way and never altered, damaged or falsified. No matter should be concealed which it is known should be reported.

Claims or allegations against other employees should be raised with the Manager in accordance with Council procedures. Matters may also be taken up with the trade union representative.

4.4. With Councillors

Councillors enquiries should be dealt with politely and efficiently. Councillors should deal with all employees courteously and reasonably. Mutual respect between employees and Councillors is essential to good local government. Close personal familiarity can damage this relationship and prove embarrassing to other employees and Councillors and should therefore be avoided.

If a Councillor makes a request of an employee, which is considered to be improper, or contrary to agreed procedures or one, which cannot reasonably be carried out, the senior manager should be informed immediately.

No personal matters to do with an employee's job should be raised with Councillors directly, but should be referred through the accepted Council procedures. In the same way allegations or claims about other employees should be referred to the appropriate manager and not raised directly with Councillors.

Employees should not use Councillors to by-pass formal Council procedures in any way, for example, to influence the outcome of a disciplinary action.

4.5 With Contractors

Reference has been made in many parts of this code to the need for care when dealing with contractors or potential contractors. The appearance of familiarity should be avoided. Careful records should be kept of all meetings, recording the purpose and outcome of meetings. There may be occasions when it is advisable to be accompanied.

Guidance on the acceptance of hospitality and gifts should be carefully observed. Procedures relating to the seeking, opening and selection of contracts must be strictly followed. If at any time an employee considers that a contractor or potential contractor is trying to unduly or improperly influence the consideration of a tender then a senior manager must be informed immediately.

The above paragraphs also apply to contact with consultants and suppliers.

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4.6. With the Media

4.6.1. Employees should know whether they are expected to respond to requests for information from the press or other media. If in doubt the request should be referred either to the Press Office or to a senior manager. The gratuitous release of information to the Press should only be done or authorised by an Corporate Director/Director or the Press Office.

4.6.2. If an employee considers that improper pressure is being applied to release information, a senior manager should be informed immediately.

4.6.3. No information should be released which is confidential or which could be used to the detriment of the interests of the Council to any person or outside body. Confidential is defined as any matter, which could be classed as exempt under the Access to Information Act 1985 and the Local Authorities (Executive Arrangements) (Access to Information Regulations 2000). If an employee has any doubts about whether information should be released advice from a senior manager should be sought.

4.6.4. If an employee wishes to write any articles or give interviews relating to the work of the Council or which identify the author or speaker as an employee of the Council prior permission must be obtained from the Director. If an employee wishes to speak or write in a private capacity on a matter unconnected with the Council, then the rules on additional employment must be followed.

4.7. With Service Users and the Public

4.7.1 All members of the public should be treated with courtesy, respect and helpfulness at all times whether on the phone, by letter or in person.

4.7.2. Employees should present a positive attitude and manner and dress in an appropriate way. If specific dress rules exist these should be followed. If no such rules exist then clothing which is appropriate to the job and which portrays a positive attitude to the service should be adopted.

4.7.3. At no time should an employee's behaviour or actions damage public confidence in the employees honesty or integrity as a Council employee. Information acquired through work must not be misused or improperly disclosed. An employee's position with the Council must not be abused or taken advantage of.

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4.8 With External Organisations - Health Trusts, Police, Voluntary Organisations etc.

4.8.1 The Council expects employees to establish and maintain effective working relationships with representatives of external organisations. Employees must have due regard to Council policies concerning disclosure of information, acceptance of hospitality, maintenance of records, etc.

5. HEALTH AND SAFETY

The Council accepts and will meet its statutory obligations by making every reasonable effort to provide a safe and healthy working environment and to ensure that all reasonable steps are taken to protect the health and safety of its service users.

All employees are expected to know and to follow all appropriate health and safety requirements. It is the responsibility of managers to arrange appropriate training.

6. EQUAL OPPORTUNITIES

6.1. It is the policy of the Council that there shall be no discrimination in recruitment, employment conditions, training or promotion

6.2. All employees have a duty to co-operate with the Council and to promote Equal Opportunities within their own spheres of responsibility

6.3. Managers must observe and promote the Councils Equal Opportunities policy and ensure that they observe the Councils Recruitment and Selection Code of Practice. Managers must ensure that any discrimination or harassment within their section is dealt with in accordance with the guidelines

6.4. Corporate Directors and Directors are responsible for implementing and promoting Equal Opportunities within their departments.

7. CONFIDENTIALITY

It is accepted that open government is best and is the aim of the Council. The law requires that certain types of information are available to Members, auditors, government departments, service users and the public.

Guidance is given in the Council Constitution as to the information which Councillors are entitled to receive and the grounds on which information can be withheld from the public under the Access to Information Act 1985 and Regulations 2000. If an employee is in any doubt as to whether information should be released guidance from the Manager should be sought.

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There is certain information, which should be treated, as highly confidential and which work colleagues and Members should only be able to see on a strict need to know basis. Some departments already have procedures for dealing with such information and Managers are responsible for ensuring that employees are aware of any such requirements.

Three categories of information in particular should treated with care:

(a) Personal information relating to clients service users or third parties. Recipients of services often have to provide detailed and personal information, which is given and received on the basis of confidentiality. It would be a complete breach of trust if this information were to be revealed to any person who did not have a good need to know.

(b) Personal information relating to employees, for example, confidential references or disciplinary records.

(c) Financial or other information, which could prejudice the interests of the Council if, revealed. Particular care must be taken of information relating to the selection of contractors and the contents of bids or tenders received. Where internal bids are made under Compulsory Competitive Tendering or Voluntary Competitive Tendering arrangements, the Director is responsible for ensuring that responsibilities of the client side and the contractor side are clear and do not overlap. Employees are not permitted to take advantage of their position within the Council to gain an unfair advantage.

Employees must take care that all information obtained in the course of their employment is not used for personal gain or benefit and nor should it be passed on to others who might similarly gain or benefit.

8. WORKING WITH THE COUNCIL'S MONEY AND PROPERTY

8.1. Care of the Council’s Money and Property

8.1.1 The property of the Council may only be used for the purposes of the Council and not for personal benefit. At one level this means that private telephone calls should be recorded and paid for and equipment and stationery should not be put to personal use or taken home. At a higher level this means that in carrying out one's job care must be taken to protect the Council's interests, money and property. For example faults in equipment or concern about possible fraud by others should be reported.

The Council is entitled to expect at least the same standard of care of its property as employees give to their own property.

8.1.2. An employee should not withhold money from the Council for any reason where no legal basis exists for so doing. There may be

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circumstances where it is not possible for an employee to continue in a job where money is owed, for example, an employee involved with the collection of Council Tax should not personally owe Council Tax to this or any other Council. An employee must not make fraudulent claims for financial assistance from this or any other local authority. To do so, may make it impossible for an employee to continue in his/her position with the Council.

8.1.3. When an employee ceases working for the Council all papers and other records, equipment and any other property of the Council must be returned.

8.2. Ownership of Intellectual Property

8.2.1. The LGMB code defines `Intellectual property’ as follows: “Intellectual property is a generic term that includes inventions, creative writings and drawings. If these are created by the employee during the course of employment, then as a general rule they belong to the employer”.

8.2.2. Knowledge and information held by the Council is equally the property of the Council and must not be used for the purposes of "outside" employment.

8.2.3. The Council owns the copyright to printed material and computer programmes, which it has developed. To release this information can be just as damaging to the interests of the Council as theft. Care must be taken over the less tangible assets of the Council in the same way as other assets.

8.3. Care of Clients Money and Property

It is necessary to follow procedures, which can demonstrate that full, and proper care has been taken.

Where procedures already exist they must be adhered to. In the absence of formal procedures, employees must carefully record all property, consider the advisability of a witness and if in any doubt seek further advice from the manager.

9. POLITICAL NEUTRALITY AND POLITICAL RESTRICTIONS

9.1 Advice to Members

9.1.1. In para 2.2 above reference was made to the fact that employees are employed by the Council and do not work to assist the majority political group or any other political group. There are a few employees who are employed in an administrative/secretarialcapacity to provide direct support to the political groups. Subject to

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this exception advice and other assistance must be freely available to members of all groups.

9.1.2. The rights of Members to information are set out in the Council’s Constitution Booklet. If any employee considers that grounds exist to refuse a request for information or if the cost of collecting the information is too high then reference to an appropriate Committee of the Council may be needed. Advice from the Director should always be sought in such circumstances.

9.1.3. Employees must provide advice and assistance to all groups equally. Advice should always be given as openly as possible. There are a few limited circumstances where it is accepted by the political groups that confidential advice to one group only can be given. This is a convention only. These circumstances relate to advice on procedural matters relating to a meeting of Council or of a Committee and to the drafting of motions to Council. Very few employees would be involved in giving such confidential advice.

9.2 Political Neutrality

All employees should be on their guard to avoid co-operating with or becoming identified with the political actions of any of the political parties whilst engaged in their Council duties.

With the exception set out in respect of senior employees at para 9.3 employees have the same freedom as other members of the community to engage in political activities not involving their Council duties. However, employees must avoid being involved in any activity, which may make it more difficult for them to be seen to be carrying out their duties impartially. This can be a sensitive and difficult area for example during a pre election period and employees should seek the advice of a senior manager.

9.3. Political Restrictions

The Local Government and Housing Act 1989 contains provisions to stop "twin-tracking" and to restrict the political activities of senior employees. Twin tracking arises where a Councillor in one Authority is at the same time an employee of another Local Authority. If any employee is in any doubt whether they are subject to political restriction advice should be sought from their personnel manager. Exemptions from the effect of restrictions may be obtainable. Holders of restricted posts are disqualified from becoming a councillor of any local authority and from becoming an MP or MEP. They are also prevented from certain other political activities such as canvassing and speaking publicly in support of a particular political party.

The political restrictions are deemed to be incorporated into the contracts of employment and breach of the restrictions is a breach of contract.

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10. RESPONSIBILITIES OF ALL CORPORATE DIRECTORS AND DIRECTORS

10.1. To ensure all employees including newly appointed employees are aware of and understand the importance of this Code.

10.2. To ensure all appropriate employees are familiar with and understand the Procedure Rules, Financial Regulations and the Financial Standards of the Council.

10.3 To ensure that all employees involved in the recruitment selection and appointment of Staff are familiar with and understand the Code of Practice.

10.4. To ensure that the Health and Safety requirements of the Council are fully understood by all employees with responsibility for their operation.

10.5 To maintain the following records:

(a) All decisions relating to approval/non approval for the performance of outside work by employees see para 3.3.

(b) The acceptance by any employees of hospitality or of any significant gift by an employee or on behalf of a group of employees (see paras 3.4. and 3.5).

(c) Any non-financial interest, potential financial interest or interest in a sponsorship deal declared by an employee, see paras 3.6, 3.10 and 3.11.

(d) Any personal interest declared by an employee see para. 3.12.

In addition the Chief Executive shall, where relevant, maintain a record of the financial interests of employees of the Council.

All the interests declared with the exception of (c) above shall also be recorded in the personal files of the employee. All employees have the right to know what interests have been recorded that concerns them and the detail of any entry. They may ask for entries to be corrected if necessary.

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London Borough of Harrow May 2006 Protocol on Councillor- Officer Relations

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C. PROTOCOL ON COUNCILLOR-OFFICER RELATIONS

This protocol forms part of the local framework for standards of behaviour approved by the Standards Committee. Monitoring of compliance with this protocol is the responsibility of the Standards Committee, the Monitoring Officer and the Head of Paid Service.

1. Introduction

1.1 The relationship between Councillors and officers is essential to the successful working of the Council. This relationship within the authority is characterised by mutual respect, informality and trust. Councillors and officers should feel free to speak to each other openly and honestly. The purpose of this protocol is to help Councillors and officers perform effectively by giving guidance on their respective roles and expectations and on their relationship with each other.

1.2 Guiding all aspects of relationship between Councillors and officers should be the seven principles of public life as stated by the Nolan committee on standards of conduct in local government (i.e. selflessness, integrity, objectivity, accountability, openness, honesty, leadership).

1.3 The Protocol must be read and operated in the context of any relevant legislation and national and local codes of conduct and any relevant Council procedures.

2. The roles of Councillors and officers

2.1 Councillors are responsible to the electorate and serve as long as their term of office lasts. Officers are responsible to the authority and carry out the Councils work under the direction of the Council, Executive and Committees.

2.2 Councillors:

Elected Councillors are responsible for:

(a) Giving political leadership (b) Initiating and determining the policy of the authority (c) Acting as advocates for their constituents (d) Democratic accountability for the delivery of council services (e) The scrutiny of council services (f) The promotion of partnership working

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2.3 It is not the role of Councillors to involve themselves in the day to day management of the authority’s services

2.4 Councillors of the Executive, chairs and vice chairs have additional responsibilities. These responsibilities will result in increased expectations and relationships with officers that are more complex. Such Councillors must still respect the impartiality of officers and must not ask them to undertake work of a party political nature or compromise their position with other Councillors or other officers.

2.5 Officers

Officers are responsible for:

(a) Providing professional advice and information to Councillors in developing and implementing policy and in decision-making;

(b) Implementing decisions of Councillors; (c) Day to day administration of the authority; (d) Managerial and operational decisions taken within the Councils

scheme of delegation; (e) Information to and consultation with local people about council

services.

The Head of Paid Service, Monitoring Officer and Chief Financial Officer have responsibilities in law over and above their obligations to the Council and its Councillors, and which they must be allowed to discharge.

2.6 Councillors and officers will wish to discuss policy issues and officers will require political guidance in preparing proposals. When officers prepare reports for Councillor decision they have a duty to give advice in accordance with their professional expertise and own professional codes of conduct. In some situations officers will be under a duty to submit a report on a particular matter. Officers expect to have their professional integrity respected and not to be influenced or required to reduce options, withhold information or make recommendations to the Executive or a Committee, which they cannot support professionally.

3. Working relationships

3.1 Councillors can expect the following from officers:

(a) a commitment to the authority as a whole and not to any political group;

(b) perform their duties effectively and efficiently; (c) a working partnership; (d) an understanding of respective roles and pressures; (e) timely responses to enquiries and complaints;

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(f) impartial professional advice; (g) regular and up to date information on matters which are

appropriate and relevant to their needs; (h) awareness of and sensitivity to the political environment; (i) courtesy and appropriate confidentiality; (j) training and development in order to carry out their role

effectively;(k) that employees will not use their relationship with Councillors to

advance their personal interests to influence decisions improperly;

(l) compliance with the officer code of conduct; (m) support for the role of councillors as the local representatives of

the authority, within any scheme for Councillor support approved by the authority.

3.2 Officers can expect the following from Councillors:

(a) a working partnership; (b) an understanding of respective roles and pressures; (c) political leadership and direction; (d) courtesy and appropriate confidentiality; (e) not to be subject to bullying or put under undue pressure; (f) not to use their position or relationship with officers to advance

their personal interests or to influence decisions improperly; (g) compliance with the Councillor Code of Conduct.

3.3 Mutual trust and respect between Councillors and officers is essential, but gives rise to two contrasting requirements. On the one hand close personal familiarity can damage the relationship and prove embarrassing to other Councillors and officers, but on the other hand, Councillors must bear in mind that officers cannot respond to personal criticism in the same way that other Councillors can, and should temper their remarks accordingly. This is particularly important when Councillors are dealing with less senior staff.

3.4 The normal conduct of business will mean that Councillors may deal directly with some staff below senior level. These dealings will be conducted according to the principles outlined in this protocol and any difficulties should be reported to the relevant Director.

3.5 Councillors should bear in mind that unless there is an on-going relationship with a particular member of staff, for example in relation to a case or application they are dealing with, Councillors are expected to deal in the first instance with the Chief Executive, Executive Directors, and Directors and their deputies. This is because:

(a) Chief and senior officers are in a better position to provide authoritative information or advice;

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(b) They need to be aware of any questions or complaints raised by Councillors;

(c) They are able to respond to Councillors requests, for example by making a judgement as to whether action may be taken under officers’ delegated authority; and

(d) They are able to investigate and deal with any shortcomings there might be at the point of service delivery

In addition, this avoids the possibility of junior staff being ‘intimidated’ or even ‘bullied’ by over-enthusiastic Members.

4. At meetings

4.1 Officers and Councillors will most frequently come into contact with each other at the various meetings held to conduct Council business, and at partnership, area and other consultative bodies. The respective roles of Councillors and officers may vary according to the purpose of the meeting and therefore their relationship to each other will also vary. There are some basic rules that will apply in all situations.

4.2 At all times Councillors and officers will show respect to one another. Although Councillors are entitled to question officers at meetings they must avoid personal attacks on officers and ensure that criticism is constructive and well founded. Officers will expect to have the opportunity to explain what appears to be an inconsistency.

4.3 Wherever a public meeting is organised to consider a local issue, all the members representing the wards affected should, as a matter of course, be invited to attend the meeting. Similarly when the Council undertakes any form of consultative exercise on a local issue, the ward Councillors should be notified at the outset of the exercise.

5. Working with Political Groups

5.1 Political groups have an important role to play in the development of policy and the political management of the authority. Whilst the operation of the political groups must be supported by the authority, it is important that the officer corps remain politically neutral, and avoid being identified with any political group.

5.2 Officers will give advice and information to any councillor or group of councillors on the Executive or Overview and Scrutiny Committee.

5.3 If the resource implications of providing information are considerable, the Leaders of the political groups and the Chief Executive will discuss and agree what information will be provided by officers.

5.4 Officer advice and analysis will be made available to the main minority party, for example in relation to preparation of amendments to the

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budget prior to the annual ratemaking meeting of the Council. Where the main minority party requests significant work by officers that is likely to disrupt other essential work, the Chief Executive will be advised and will decide whether the officer resources can be committed.

Reports:

5.5 Political groups may request the Chief Executive or an Executive Director to prepare written reports on matters relating to the authority for consideration by the group.

5.6 Officer reports will be factual and may identify options with the merits or otherwise of these. Reports will not deal with any political implications of the matter or any options set out and recommendations will not be made to a political group.

5.7 Where a report is prepared for a political group, the Chief Executive will advise all other groups that the report has been prepared and will provide a copy to any group on request.

Officer attendance:

5.8 Any political group may request the Chief Executive or an ExecutiveDirector to attend a meeting of the group to advise on any matter relating to the Authority.

5.9 The Chief Executive or Executive Director may arrange for the attendance of a representative in his/her stead, or may decline to attend or provide representation where he/she believes that the particular issue is of such a political nature that it would be inappropriate to attend.

5.10 Officer advice will be factual and may identify options with the merits or otherwise of these. Advice will not deal with any political implications of the matter or any option.

5.11 Where an officer attends a political group, the Chief Executive will advise all other groups that the officer has attended and the subject on which he/she has advised.

5.12 Officers will respect the confidentiality of any matter that they hear in the course of attending a political group meeting.

6. Working with Overview and Scrutiny

6.1 Overview and Scrutiny Committees have the power to require Executive Councillors and officers to appear before them and answer questions. Harrow’s Constitution states that officer attendance should

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be by the Chief Executive, Executive Director or Director, but that they may, if appropriate arrange for other staff to attend meetings to assist.

6.2 The Council has agreed that there will be no formal separation of officer support between the Executive and Scrutiny functions. The Chief Executive has overall responsibility for ensuring that staffing support is adequate. It is not anticipated that officers will be faced with conflicts of interest in having to serve both Executive and Scrutiny, but should any problems arise, they should be raised with the Chief Executive.

Further information about Councillor and officer involvement in Overview and Scrutiny can be found in the Protocols on Overview and Scrutiny.

7. Officer appointments

7.1 Appointments at Chief Officer, Executive Director and Director level are made by a Councillor level selection committee or panel. All other appointments are made at officer level, other than employees working in the political group offices, where the Chief Executive may invite a relevant Councillor to join the interview panel and to participate in the selection process.

7.2 Staffing matters (including discipline, training, setting and monitoring performance) are dealt with by the relevant managers, though the relevant Executive Councillor may agree the performance targets in the case of chief officers.

7.3 Councillors wishing to comment on an individual officer’s performance and/or deficiencies are usually expected to raise the matter with the relevant service director in the first instance.

7.4 Specific provisions apply in relation to disciplinary action against the Statutory Officers (Head of Paid Service, Monitoring Officer, Chief Finance Officer) (see Officer Employment Procedure Rules in Part 4H of the Constitution).

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London Borough of Harrow May 2006 Local Authority Publicity

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D. CODE OF RECOMMENDED PRACTICE ON LOCAL AUTHORITY PUBLICITY

INTRODUCTION

Status of the Code

1. This Code is issued by the Secretaries of State for the Environment, Scotland and Wales in pursuance of their powers under section 4(1) of the Local Government Act 1986. The Code was drawn up following the consultations with interested parties in local government required by section 4(4) of the Act. It has been approved by a resolution of each House of Parliament. Local authorities are required by section 4(1) of the Act as amended by section 27 of the Local Government Act 1988 to have regard to the Code in coming to any decision on publicity.

Why have a Code?

2. Local authorities are accountable to their electorate. Local accountability requires local understanding. This will be promoted by local authorities explaining their objectives and policies to their electors and ratepayers. In recent years authorities have increasingly used publicity to keep the public informed, and to encourage greater participation. Local authorities also need to tell the public about the services which they provide. Increasingly, local authorities see the task of making the public aware of the services available as an essential part of providing all kinds of services. Good, effective publicity, aimed at improved public awareness of a council’s activities, is to be welcomed. This Code is not intended to discourage such publicity.

3. Publicity is, however, a sensitive matter in any political environment, because of the impact which it can have. Expenditure on publicity by some local authorities has been significant. It is essential, therefore, to ensure that local authority decisions on publicity are properly made, in accordance with clear principles of good practice. The purpose of the Code is to set out such principles. It reflects the conventions which should apply to all publicity at public expense, and which traditionally have applied in both central and local government.

4. The principles set out below recognise the political nature of local government. They take account of the fact that some local authority publicity will deal with issues that are controversial because of particular local circumstances, or because of a difference of view between political parties locally or nationally. The principles do not prohibit the publication of information on politically sensitive or controversial issues, nor stifle public debate. They set out the matters a local authority should consider, to safeguard both the proper use of public funds and those members of the public at whom publicity is directed. They apply to all publicity, but some aspects will be especially relevant to publicity which deals with controversial

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or sensitive issues. The underlying objective of the Code is to ensure the proper use of public funds for publicity.

Scope of the Code

5. The Code is not concerned with the interpretation of section 2 of the Local Government Act 1986. (That section provides that a local authority shall not publish (or assist others to publish) material which, in whole or in part, appears to be designed to affect public support for a political party.) The Code is concerned with all the other publicity which a local authority may publish. In particular, it highlights factors which should be borne in mind in decisions on publicity which deals with matters or issues which are, politically or otherwise, controversial, but which are not prohibited by section 2.

6. Section 6 of the 1986 Act defines publicity as “any communication, in whatever form, addressed to the public at large or to a section of the public”. The Code will therefore be relevant across the whole range of local authorities’ work. It covers all decisions by a local authority on publicity and most public relations activities, such as paid advertising and leaflet campaigns, and local authority sponsorship of exhibitions and conferences, as well as assistance to others to issue publicity.

7. The Code has no relevance to the methods which a local authority may use to make its views known where these do not involve publicity in the sense of the 1986 Act.

8. The Code does not affect the ability of local authorities to assist charities and voluntary organisations which need to issue publicity as part of their work, but it requires local authorities, in giving such assistance, to consider the principles on which the Code is based, and to apply them accordingly.

9. By virtue of section 6(6) of the 1986 Act, nothing in the Code is to be construed as applying to any decision by a local authority in the discharge of their duties under the Local Government (Access to Information) Act 1985.

Alterations to the Code - local authorities in England

10. The alterations to the Code which are set out shall apply in relation to county councils, district councils and London borough councils in England only. The alterations reflect changes in council constitutions and the advent of referendums and petitions. Throughout this Code, as it applies to such local authorities in England, any reference to “Councillor” includes, unless the context requires otherwise, a reference to an elected mayor. The alterations shall have effect on and after Monday 2nd April 2001.

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CODE OF RECOMMENDED PRACTICE

Subject matter

1. Local authorities have a variety of statutory powers which enable them to produce publicity and circulate it widely, or to assist others to do so. Those commonly used include the powers in sections111, 142, 144 and 145 of the Local Government Act 1972, sections 69, 88 and 90 of the Local Government (Scotland) Act 1973 and sections 15 and 16 of the Local Government and Planning (Scotland) Act 1982; but there are several others.

2. Some of these powers relate directly to the publishing authority’s functions. Others give a more general discretion to publicise matters which go beyond an authority’s primary responsibilities. For example, sections 142(1A) of the 1972 Act and 88(1) of the 1973 Act authorise local authorities to arrange for the publication within their area of information as to the services available in the area provided by them or by other local authorities; and Section 54 of the Public Health (Control of Disease) Act 1984 empowers local authorities to arrange for the publication within their area of information on questions relating to health or disease.

3. This discretion provides an important degree of flexibility, but also heightens the need for a responsible approach to expenditure decisions.

4. In considering the subject areas in which publicity is to be issued, the following matters will be important:

(i) the publicity should be relevant to the functions of the authority. (ii) it should not duplicate unnecessarily publicity produced by central

government, another local authority or another public authority.

Costs

5. Local authorities are accountable to the public for the efficiency and effectiveness of their expenditure, in the first instance through the audit arrangements.

6. For the publicity, as for all other expenditure, the aim should therefore be to achieve the greatest possible cost-effectiveness.

7. To achieve this, there may well be cases where the benefit of higher expenditure to gain better presentation or improve other aspects of publicity will justify the extra cost.

8. Local authorities should therefore always have in mind the extent to which expert advice is needed for publicity.

9. In some cases publicity may justify its cost by virtue of savings which it achieves. More commonly it will be necessary to take a view of the

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importance of the unquantifiable benefits as compared with other uses to which the resources could be put.

10. In deciding whether the nature and scale of proposed publicity, and consequently its cost, are justified, the following matters will be relevant:

(i) whether the publicity is statutorily required or is discretionary; (ii) where it is statutorily required, the purpose to be served by the

publicity; (iii) whether the expenditure envisaged is in keeping with the purpose and

expected effect of the publicity.

Content and style

11. Local authorities produce a variety of publicity material. It ranges from factual information about the services provided by the authority, designed to inform clients or attract new ones, to material necessary to the administration of the authority, such as staff recruitment advertising. There will also be publicity to explain or justify the council’s policies either in general, as in the annual report, or on specific topics, for example as background to consultation on the route chosen for a new road.

12. Any publicity describing the council’s policies and aims should be as objective as possible, concentrating on facts or explanation or both.

13. Where publicity is used to comment on, or respond to, the policies and proposals of central government, other local authorities or other public authorities, the comment or response should be objective, balanced, informative, and accurate. It should aim to set out the reasons for the council’s views, and should not be a prejudiced, unreasoning or political attack on the policies or proposals in question or on those putting them forward. Slogans alone will not be an adequate means of justifying or explaining the authority’s views or their policy decisions.

14. Publicity relating to the provision of a service should concentrate on providing factual information about the service.

15. In some cases promotional publicity may be appropriate - for example about the local authority’s sports and leisure facilities or about tourist attractions.

16. Publicity touching on issues that are controversial, or on which there are arguments for and against the views or policies of the council is unavoidable, particularly given the importance of wide consultation wherever national issues arise. Such publicity should be handled with particular care. Issues must be presented clearly, fairly and as simply as possible, although councils should not over-simplify facts, issues or arguments. Again, it is unlikely that slogans alone will achieve the necessary degree of balance, or capture the complexities of opposing political arguments.

17. Publicity should not attack, nor appear to undermine, generally accepted moral standards.

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18. Publicity campaigns by local authorities are appropriate in some circumstances: for example as part of consultation processes where local views are being sought, or to promote the effective and efficient use of local services and facilities, or to attract tourists or investment. Publicity campaigns may also be an appropriate means of influencing public behaviour or attitudes on such matters as health, safety, crime prevention or equal opportunities.

19. Legitimate concern is, however, caused by the use of public resources for some forms of campaigns which are designed to have persuasive effect. Publicity campaigns can provide an appropriate means of ensuring that the local community is properly informed about a matter relating to a function of the local authority and about the authority’s policies in relation to that function and the reasons for them. But local authorities, like other public authorities, should not use public funds to mount publicity campaigns whose primary purpose is to persuade the public to hold a particular view on a question of policy.

Dissemination

20. The main purposes of local authority publicity are to increase public awareness of the services provided by the authority and the functions it performs to allow local people to have a real and informed say about issues that affect them, to explain to electors and ratepayers the reasons for particular policies and priorities; and in general to improve local accountability.

21. Information and publicity produced by the council should be made available to all those who want or need it. Local authorities should not discriminate in favour of, or against, persons or groups in the compilation and distribution of material for reasons not connected with the efficiency and effectiveness of issuing the publicity.

22. Where material is distributed on matters closely affecting vulnerable sections of the community - for example, the elderly - particular care should be taken to ensure that it is unambiguous, readily intelligible, and unlikely to cause needless concern to those reading, seeing or listening to it.

23. Local authority newspapers, leaflets, other publicity distributed unsolicited from house to house and information on web sites are able to reach far wider audiences than publicity available on application to the council. Councils should give particular consideration to the use of electronic and other new media communication systems. However councils should ensure that they do not rely solely on such mechanisms and that they do not exclude those without access or easy access to such systems.

24. Such publicity should be targeted as appropriate for its purposes, taking particular care with material touching on controversial issues.

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25. Local authority newspapers or information bulletins are a special case. They are often a cost-effective means of disseminating information or facilitating consultation and can provide a means for local people to participate in debate and decisions the council is to take. The advantage of using websites and other information technology for consultation should also be considered. Inevitably such publications will touch on controversial issues and where they do, they should treat such issues in an objective and informative way, bearing in mind the principles set out in paragraphs 11-19 of the Code.

26. Where it is important for information to reach a particular target audience, consideration should be given to using the communications networks of other bodies, for example those of voluntary organisations, and making use of electronic communications systems.

Advertising

27. Advertising, especially on billboards or on television and radio, is a highly intrusive medium. It can also be expensive. It may however provide a cost effective, efficient means of conveying public information to the widest possible audience. Advertising on local radio networks has, for example, been used as a relatively inexpensive means of telling potential clients about local authority services. Advertising can also be the most cost-effective means of publicising a local authority’s activities on promoting the social, economic and environmental well-being of the area.

28. The primary criterion for decisions on whether to use advertising should be cost-effectiveness.

29. Advertisements are not normally likely to be appropriate as a means of explaining policy or commenting on proposals, since an advertisement by its nature summarises information, compresses issues and arguments, and markets views and opinions.

30. Advertising in media which cover an area significantly wider than that of the authority is not likely to be an appropriate means of conveying information about a local authority’s policies as opposed to attracting people to the authority’s area or to use its facilities.

31. The attribution of advertising material leaflets and other forms of publicity that reach the public unsolicited should be clearly set out.

32. It is not acceptable, in terms of public accountability, to use the purchase of advertising space as a disguised means of subsidy to a voluntary, industrial or commercial organisation. Such support should be given openly through the normal grant arrangements. However, the conditions attached to a grant may require the provision of publicity, including publicity for the work of the authority.

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33. Any decision to take advertising space in a publication produced by a voluntary, industrial or commercial organisation should be made only on the grounds that it provides an effective and efficient means of securing the desired publicity.

34. Local authorities should never use advertising as a means of giving financial support to any publication associated with a political party.

Recruitment advertising

35. Local authorities have respected in their staff employment policies the tradition of a politically impartial public service. Their recruitment publicity should reflect this tradition, and the fact that local authority staff are expected to serve the authority as a whole, whatever its composition from time to time.

36. The content of recruitment publicity and the media chosen for advertising job vacancies should be in keeping with the objective of maintaining the politically independent status of local authority staff.

37. Advertisements for staff should not be placed in party political publications.

Individual Councillors

38. Publicity about individual councillors may include the contact details, the positions they hold in the Council (for example, member of the Executive or Chair of Overview and Scrutiny Committee), and their responsibilities.Publicity may also include information about individual councillors’ proposals, decisions and recommendations only where this is relevant to their position and responsibilities within the Council. All such publicity should be objective and explanatory, and whilst it may acknowledge the part played by individual councillors as holders of particular positions in the Council, personalisation of issues or personal image making should be avoided.

39. Publicity should not be, or liable to misrepresentation as being, party political. Whilst it may be appropriate to describe policies put forward by an individual councillor which are relevant to her/his position and responsibilities within the Council, and to put forward her/his justification in defence of them, this should not be done in party political terms, using political slogans, expressly advocating policies of those of a particular political party or directly attacking policies and opinions of other parties, groups or individuals.

Elections, referendums and petitions

40. The period between the notice of an election and the election itself should preclude proactive publicity in all its forms of candidates and other politicians involved directly in the election. Publicity should not deal with controversial issues or report views, proposals or recommendations in such a way that

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identifies them with individual members or groups of members. However, it is acceptable for the authority to respond in appropriate circumstances to events and legitimate service enquiries provided that their answers are factual and not party political. Members holding key political or civic positions should be able to comment in an emergency or where there is a genuine need for a member level response to an important event outside the authority’s control. Proactive events arranged in this period should not involve members likely to be standing for election.

41. The Local Authorities (Referendums) (Petitions and Directions) (England) Regulations 2000 (which apply under the Local Government Act 2000 to county councils, district councils and London borough councils) prohibit an authority from incurring any expenditure to

! Publish material which appears designed to influence local people in deciding whether or not to sign a petition requesting a referendum on proposals for an elected mayor;

! Assist anyone else in publishing such material; or

! Influence or assist others to influence local people in deciding whether or not to sign a petition.

Publicity in these circumstances should, therefore, be restricted to the publication of factual details which are presented fairly about the petition proposition and to explaining the council’s existing arrangements. Local authorities should not mount publicity campaigns whose primary purpose is to persuade the public to hold a particular view in relation to petitions generally or on a specific proposal.

42. County councils, district councils and London borough councils should ensure that any publicity about a referendum under Part II of the Local Government Act 2000 (the 2000 Act) either prior to or during the referendum period is factually accurate and objective. The referendum period means the period beginning with the date on which proposals under Part II of the 2000 Act are sent to the Secretary of State and ending with the date of the referendum. The publicity should not be capable of being perceived as seeking to influence public support for, or opposition to, the referendum proposals and should not associate support for, or opposition to, the proposals with any individual or group. Local authorities must conform with any specific restrictions on publicity activities which are required by Regulations under section 45 of the 2000 Act.

Assistance to others for publicity

43. The principles set out above apply to decisions on publicity issued by local authorities. They should also be taken into account by local authorities in decisions on assistance to others to issue publicity. In all such decisions local authorities should, to the extent appropriate:

(a) incorporate the relevant principles of the Code in published guidance for applicants for grants;

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(b) make the observance of that guidance a condition of the grant or other assistance;

(c) undertake monitoring to ensure that the guidance is observed.

44. It is appropriate for local authorities to help charities and voluntary organisations by arranging for pamphlets or other material produced and paid for by the organisation to be available for collection by the public in public libraries and other suitable locations. Such material should not offend against any legal provision (authorities may be able to draw on their powers of well-being in section 2 of the Local Government Act 2000), but (subject to this) any such facility should be made available on a fair and equal basis.

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London Borough of Harrow 5E - 1 July 2008 Protocol – Planning applications and lobbying

E. PROTOCOL FOR MEMBERS AND RESERVE MEMBERS WHEN DEALING WITH PLANNING

APPLICATIONS AND LOBBYING

1. Introduction

In making any determination under the Planning Acts, Members of the Council sitting on the Development Management Committee and Strategic Planning Committee should have regard to the development plan (the Unitary Development Plan) and shall determine applications in accordance with the development plan unless material considerations indicate otherwise. Members must do this by balancing the needs and interests of the whole community and of individual constituents, alongside the need to maintain an ethic of impartial decision making on what may be highly controversial proposals.

The aim of this protocol is to ensure that in the planning process there are no grounds for suggesting that a decision is biased, is not impartial or not well founded in any way.

1.2 When does this Code apply?

This Code applies to members at all times when involving themselves in the planning process, including planning appeals and planning enforcement. While this will normally be relevant for members (and reserves) on the Development Management Committee and Strategic Planning Committee, it will also apply to all Council members at Council meetings if they exercise any functions of the Development Management Committee or Strategic Planning Committee in determining planning applications and other issues. It applies to planning enforcement matters as well as to planning applications

1.3 The requirement for Member training before serving on the Development Control Committee and Strategic Planning Committee

Planning legislation and guidance can be complex. The Office of the Deputy Prime Minister (ODPM), the Local Government Association (LGA), the Nolan Committee and the Royal Town Planning Institute all recommend that Members who have to make planning decisions should be specifically trained. The ODPM published guidance on Member training in May 1998, and the LGA updated its general guidance for Probity in Planning in 2002.

Members serving on the Development Management Committee and Strategic Planning Committee must undergo training (which may be in a variety of alternative forms) validated and approved by the Planning Department before serving on the Committee, and must be updated regularly on changes to legislation or procedures. This training will be evidenced by records signed by the Member (e.g. attendance book)

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2. Members’ Interests and the Code of Conduct

2.1 Relationship of the Protocol to the Members’ Code of Conduct

The Members’ Code of Conduct applies to all their work as Councillors, so members must apply the rules in that Code to their activity as a member of the Development Management Committee or the Strategic Planning Committee. Breach of the Code of Conduct may result in a complaint to the Standards Board for England.

Members must also apply the rules in this Protocol to their activity as a member of the Development Management Committee or the Strategic Planning Committee. The Protocol is a locally agreed document, which means Harrow’s Standards Committee will investigate any breach of the rules within it.

Failure to follow the recommendations within this Protocol may also lead to an investigation into possible maladministration by the authority.

2.2 The registration of interests

Members must complete a ‘Register of financial and other interests’ form as set down in the Code of Conduct. Councillors must review their register entry regularly and notify the Monitoring Officer of any change within 28 days.

2.3 Hospitality

Councillors must be very cautious about accepting gifts and hospitality, especially in relation to planning applications. The Code of Conduct requires members receiving gifts or hospitality (in their capacity as members) over the value of £25, to provide details to the Monitoring Officer, for inclusion in the ‘Register of gifts and hospitality’. This notification must be made within 28 days of receiving the gift or hospitality.

2.4 Declaring an interest

Members must consider whether they have an interest in a matter under discussion, and if so, what type of interest it is.

A Member may have a personal interest in any matter under discussion:

‘If the matter relates to an interest in respect of which the member has given notice in the statutory register of members interests; or if a decision upon it might reasonably be regarded as affecting to a greater extent than the majority of other council tax payers, ratepayers or inhabitants of the electoral division or ward, the well being or financial position of themselves, a relevant person, or:

Any employment or business carried on by such persons;

Any person who employs or has appointed such persons, any firm in which they are a partner, or any company of which they are directors;

Any corporate body in which such persons have a beneficial interest in a class of securities exceeding the nominal value of £25,000; or

Any body in which the member is required to register in the statutory register of interests, in which such persons hold a position of general control or management’.

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Where a member considers he or she has such an interest, he or she must declare it. The disclosure should state the existence and nature of the personal interest at any relevant meeting, including informal meetings with officers and other members. Declaring a personal interest does not debar the member from participating in the decision unless the personal interest is also prejudicial.

A member with a personal interest must consider whether that interest is also prejudicial.

The Code says that a personal interest becomes a prejudicial one:

‘If the interest is one which a member of the public with knowledge of the relevant facts would reasonably regard as so significant that it is likely to prejudice the member’s judgement of the public interest’.

If a member has such an interest, he or she should not participate in a discussion on the matter. The member must state that he or she has a prejudicial interest, state the nature of that interest and must then withdraw from the room and must not seek to improperly influence a decision on the matter.

There are some exemptions in paragraph 12.2 of the Code, which allow a member with a prejudicial interest to continue to participate in the decision. If this is the case the member must still declare the prejudicial interest, but state the exception which allows him or her to remain and discuss the matter in question.

However, in order to reduce any suggestion of bias, members should consider carefully whether or not it is sensible to continue to take part in a planning decision where their prejudicial interest is covered by an exemption.

2.5 Planning applications affecting Members of the Council

If a planning application affects a member, either because they or a relevant person own the land or part of the land affected, or the proposal will affect their land or that of a relevant person, or they wish to act as an agent for the person(s) making the proposal, that member must inform the Chief Planning Officer of the application immediately.

The notification must state the application which affects the member’s land, and the nature of the interest. It must be in writing, by letter, fax or e-mail. The notification should be made not later than the submission of the application, or as soon as the Member becomes aware of it, if s/he acquires such knowledge after submission.

This will enable the Chief Planning Officer to ensure that the interest is included on the agenda sheet for the relevant meeting. The interest will be included under the ‘Declaration of interests’ heading. Members must also orally declare the interest at the meeting. This will help all members decide, early on, whether or not they can participate in a decision.

2.6 Members of the Council who are not members of Development Management Committee or Strategic Planning Committee

Ward members wishing to speak in this capacity at Development Control meeting may do so provided they do not have a personal and prejudicial interest. They will also require the agreement of the Committee (Committee Procedure Rule 4.1 refers).

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The member must tell the chair that they wish to speak in that capacity at the start of the meeting and must not sit in the member seating area during the meeting so that members of the public can clearly see which members are members of the Committee and which are not.

A space will be reserved for backbench members at the committee table, and when the relevant item is to be discussed, the backbench member will be called to sit at the table, will take part in the discussion of that item, and will then withdraw from the table before the decision is taken

2.7 Interests of Cabinet and/or Executive Members

Where an application is made in which the Cabinet or Executive have an interest, any member of the Development Management Committee or Strategic Planning Committee who is also an Executive Member must carefully consider whether they have a personal or prejudicial interest to declare.

3. The roles of members in planning decisions and the role of officers in supporting them

3.1 The role of elected Members

Elected members serving on the Development Management Committee and Strategic Planning Committee determine planning applications and enforcement issues. When members are taking decisions relating to planning issues they will listen carefully to all the arguments in favour and against each proposal and will:

Act fairly and openly; Approach each application with an open mind: Carefully weigh up all relevant issues; Consider the professional advice of officers; Determine each application on its own merits; Ensure that there are clear and substantial reasons for their decisions and that

these are clearly stated; Ensure decisions are proportionate; Ensure respect for human rights.

The basis of the planning system is the consideration of private proposals against wider public interests. Much is often at stake in this process, and opposing views may be strongly held by those involved. Whilst councillors should take account of these views, they must not favour any person, company, group or locality, not must they put themselves in a position where they appear to do so.

The setting of planning policy is the function of the Executive, and members of Cabinet must comply with the same criteria when taking planning policy decisions. Although this protocol is specifically intended for those members dealing with planning applications, it is generally as relevant to those sitting on the Executive, who should have training in planning matters before taking planning decisions.

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3.2 The role of officers in relation to member decision making

Officers will advise and assist members in developing planning policy and in determining applications and enforcement issues by:

Providing impartial and professional advice; Making sure all the information necessary for the decision to be made is given; Providing a clear and accurate analysis of the issues; Setting the applications and enforcement issues against the broader Unitary

Development Plan policies and all other material considerations; Giving a clear recommendation; Carrying out the decisions of the Development Management Committee; Carrying out the decisions of the Strategic Planning Committee; Determining applications under powers delegated to them by the Council.

Where Members have factual questions about development proposals, it is very helpful for these to be put to officers, where possible, before the meeting. Not only can offers make sure all the information is obtained in response, but it also helps the effectiveness and efficiency of the committee meeting.

4. Lobbying (including representation and communication)

4.1 Lobbying of Councillors by applicants or objectors

It is quite common for applicants or other interested parties to wish to discuss a proposed development with elected members before the determination of a planning application. By the same token, those affected by a proposed decision may seek to influence it through an approach to their elected ward councillor or a member of the Development Management Committee or Strategic Planning Committee.

Members who are likely to be directly involved in taking planning decisions must, therefore, explain to lobbyists that, whilst they may listen to what is said, it prejudices their impartiality to express a firm point of view or an intention to vote one way or the other when the application is considered by the Development Management Committee or Strategic Planning Committee.

Lobbying can be perceived to affect the impartiality and integrity of a councillor. In order to avoid that perception, members are advised to:

Avoid meeting an applicant, potential applicant, or objector alone; Listen to any representations made but not make it known in advance of the

Development Management Committee or Strategic Planning Committee meeting whether they support or oppose a proposal;

Restrict any response they do give to procedural advice; Direct lobbyists or objectors, including written representations, to planning officers

who can include reference to their opinions in the report; Not pressurise officers into making a particular recommendation in the report; Notify the Chief Planning Officer of the existence of any lobbying interests; Notify the Chief Planning Officer of any interest they have in the application.

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Members of the Development Management Committee or Strategic Planning Committee should not actively campaign either for or against planning applications.

Members should feel free to ask questions of officers in order to clarify their understanding of the proposals.

A member who feels they have been exposed to undue or excessive lobbying or approaches (including inappropriate offers of gifts or hospitality) should tell the Monitoring Officer who can advise the relevant officer to take the matter up with the person concerned.

A Development Management Committee or Strategic Planning Committee member who does not represent the ward affected will find it easier to take an impartial stance on an application. A member who represents the ward concerned, possibly one who has also been campaigning for or against the proposal will find it difficult to argue, when the decision is taken at the Committee, that they have weighed up the arguments for the first time at the meeting. They should therefore declare a prejudicial interest and not take part in the vote.

The responsibility for striking the right balance in this process lies with the individual member.

4.2 Discussions with potential applicants.

Potential applicants are encouraged to hold pre-application meetings with officers, but in order to avoid the perception that these are, or have become, a part of the lobbying process, these meetings:

Should be at officer level; Will be at a forum prescribed for the purpose if they involve members; Where potentially contentious, will be attended by two officers including the Chief

Planning Officer or his representative.

A note of the discussion will be taken and be kept on file and made available for inspection at the appropriate time

It will be made clear that the discussions will not bind the Council and that any views expressed are personal and provisional based on the Unitary Development Plan.

It will be made clear that at such meetings all the relevant information may not be at hand and formal consultations with interested parties will also be taking place.

It will be made clear whether or not members or officers will consider the application.

Members of the Development Management Committee or Strategic Planning Committee should generally avoid meetings with applicants or potential applicants, and should seek officer advice before making any commitment to do so.

4.3 Member Site visits

Site visits can be useful to identify features of a proposal that may be difficult to identify from the plans and supporting material; where there are features of the proposal which are

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difficult to convey in a written report, or the proposal is particularly contentious. However, site visits may delay an application, and therefore will only be authorised where the expected benefit of so doing is substantial and/or where there are significant and complex policy implications.

The approach taken by Harrow Council is for site visits comprising an organised inspection by the committee members with officer assistance. Informal visits to view the site from the public domain can often be helpful to familiarise members with the issues to be considered, but members should avoid making contact with applicants, property owners or objectors in such circumstances.

Site visits by members alone at the request of applicants or objectors should not be undertaken and may lead to accusations of impartiality and maladministration.

A revised Procedure Note for Member Site Visits was agreed by Development Management Committee in May 2007 and is attached as Annex 1.

5. Early Engagement on Strategic Applications

Since 2003 the complexity of the planning process has increased considerably particularly in respect of major applications which can require Environmental Assessments, Access and Design Statements, Transport Assessments, Viability ‘Toolkits’, Energy Statements, Children’s Play statements etc. The numbers of major applications which are currently in the pipeline is far above what has previously been the norm for the authority, and the pressure to deal with these in a timely manner within Government targets remains.

To enable members to understand large scale applications and their implications the officers consider that they should have the opportunity to ask questions, raise issues and meet applicants, both prior to submission and between submission and determination. However, to avoid any problems of probity this engagement needs to be carefully managed. This approach is recommended in a leaflet published by London Councils, The Government Office for London and London First in November 2007 and attached as Appendix 2.

Officers are recommending that applicants for major strategic schemes should be invited to make a presentation to members of the Committee and reserves, at which they should explain their proposals and answer questions of fact. Such presentations may also involve a site visit, and where necessary site visits for strategic proposals should be arranged prior to Committee meetings where the proposal is to be considered. At such presentations there should be no debate about the merits or otherwise of the scheme.

At least one senior officer should be present at all such meetings and may be called upon to answer any factual questions about policy issues etc.

Such meetings can be at either pre- or post-application stages and in some instances both may be appropriate. Similar meetings may also be arranged for ward/backbench members and members of the Executive.

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6. Committee Meetings

6.1 Officer reports to Committee

To ensure that the Council is not accused of inadequate consideration of the issues, or inconsistent decision-making or non-existent reasoning behind a recommendation, the following rules will be followed in the preparation of reports for committee:

Reports must be accurate and cover, amongst other things, the objections, the views of those consulted, and the officer response to consultations;

Relevant information should include an outline of the relevant development plan policies; site description, proposal description, relevant planning history, applicant’s statement (if any) and an appraisal of all relevant considerations;

Reports must have a written recommendation; Information received after the report was finalised will be reported on the printed

addendum circulated at the Committee meeting; Oral reporting (except where an update is required) should be avoided and carefully

minuted where it is necessary; Reports must contain technical appraisals, including references to specific clauses

of the UDP, which clearly justify a recommendation; If the report recommendation is contrary to the Development Plan, the material

considerations that justify the departure must be clearly stated.

6.2 Public representations at Committee

Development Management Committee and Strategic Planning Committee is held in public and the Council has a procedure for representations by applicants and objectors. The procedure applies only to applications for planning permission and consultations received from adjoining Councils that are to be determined by the Committee where the application is recommended for approval or ‘grant’. It does not apply to applications, which are recommended for refusal or those to be determined by the Chief Planning Officer under his delegated powers. The case officer dealing with the application will be able to say how the application is being determined and by whom, although in some instances this can change, where, for example, the nominated party member requests an application to be considered by the Committee.

The procedures to be applied are as follows:

No later than 5.00pm on the day before the meeting, objectors should give the Committee Administrator (Tel: 020 8424 1542 or 020 8424 1883) notice of their wish to speak.

The following criteria will be applied:

Only one objector on each relevant planning application may normally address the Committee, but in exceptional circumstances two objectors may be allowed to speak;

a group of objectors will be asked to nominate a spokesperson; the applicant or their agent may only make representations if an objector has

addressed the committee (if there is none, the applicant or agent will not be permitted to speak);

520


any person making representations may speak for a maximum of three minutes. On major or significant applications five minutes may be allowed, but this will be at the discretion of the committee;

there will be no further verbal exchanges after the representation though members of the Committee may ask factual questions if clarification is needed.

Where the officer is recommending refusal of an application and the Committee is minded to disagree with that recommendation, the application will be deferred to the next meeting in order to allow renotification of consultees to advise them of the opportunity to make representations as outlined in this procedure.

The Committee Administrator will know whether objectors or applicants have asked to speak on an application, though the only sure way of knowing whether representations from objectors or applicants will be heard is to attend the meeting.

Copies of the agenda and reports for Development Management Committee and Strategic Planning Committee meetings are available for inspection five clear working days before the meeting. These can be viewed in the Environmental Information Centre, the library

next to the Civic Centre and on the Internet at www.harrow.gov.uk.

There is also a deputations procedure which applies to all other business discussed at Development Management Committee and Strategic Planning Committee.

7. Making the decision

7.1 Making up your mind about planning applications

When members make their decisions at Development Management Committee or Strategic Planning Committee they must be able to demonstrate that all the relevant facts and arguments have been taken into account. Members must not declare the way they intend to vote or express any opinion on the merits of the application before their attendance, and formal consideration, at the Development Management Committee or Strategic Planning Committee.

Members should avoid giving a final view on an application before the Development Management Committee or Strategic Planning Committee meeting, as this may lead to the perception that the member has fettered their discretion. This places the Council at risk from a judicial review of the decision.

Even if a member has no personal or prejudicial interest in the matter, if they take a view on it prior to the Development Management Committee or Strategic Planning Committee they should not attend the committee or participate in the decision.

A member with no personal or prejudicial interest may:

Listen to and receive viewpoints from residents and other interested parties; Make comments to residents, interested parties, other members or appropriate

officers provided they do not prejudice the issue and the member makes clear they are keeping an open mind;

Seek information through the appropriate channels.

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The overriding duty of members is to the whole community not just to the people in their ward, and, taking account of the need to make decisions impartially, members should not favour, or appear to favour, any person, company, group or locality.

7.2 Development proposals submitted by Councillors or Officers of the Council

Serving councillors who act as agents for members of the public or developers pursuing planning matters within the Council must play no part in the decision making process for those proposals.

Similarly, Councillors submitting their own proposals to the Council should play no part in its processing, though they may explain and justify their proposal to an officer in advance of the Development Management Committee or Strategic Planning Committee meeting in the same way as any other applicant.

Such applications will be reported to Development Management Committee or Strategic Planning Committee for decision, not determined by Officers.

Two particular sets of circumstances that have caused problems for members in the past are planning applications which involve the land of another member of that councillor’s party. It is suggested that:

i) where a planning application includes land owned by a member of the Council in a member’s political party, they clearly have a personal interest in the matter. They should also consider themselves to have a prejudicial interest and not participate in the discussion of the application. This is clearly the safest option for members and ensures there can be no breach of the Code of Conduct:

ii) If an application is made in respect of land adjacent to or nearby land owned by another councillor within a member’s political party, they may be able to argue that they do not have either a personal or a prejudicial interest if they have no knowledge of the scheme, or the impact on the councillor other than that reported by officers, and they make no attempt to discuss the issue with anyone prior to the decision at Committee.

7.3 The party whip and discussions at group meetings

A decision on a Committee planning application will take place at the meeting of the Development Management Committee or Strategic Planning Committee when all available information is to hand. This does not prevent members of the same party discussing proposed planning applications with each other, but a political group meeting prior to the Committee cannot be used to decide how representatives on the Development Management Committee or Strategic Planning Committee should vote. The use of the party whip to try to influence the outcome of a planning application may amount to maladministration.

7.4 Planning Applications by the Council in respect of Council land

The Council itself requires planning permission to carry out or authorise development on land it owns. These applications will be treated in the same way as those from private applicants.

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On 15 January 2003 the Development Management Committee agreed that applications for minor development of up to 100m² of floorspace on land owned, or where the Council holds an interest, may be determined under the delegated powers of the Chief Planning Officer. This delegation is subject to the proviso that the proposals, in the opinion of the Chief Planning Officer, do not conflict with agreed policies, standards and guidance.

7.5 Reserve members

Where a reserve member attends a Development Management Committee or Strategic Planning Committee meeting, that reserve must determine applications on their merits and cannot be mandated by the absent member.

7.6 Decisions contrary to Officer Recommendations

From time to time, Councillors may disagree with the advice of the Chief Planning Officer. In such cases it will be the Members’ responsibility to clearly set out the reasons for refusal where the Officer recommendation is for grant. The planning reasons for rejecting the officer’s advice will be clearly stated, whatever the recommendation, recorded in the minutes of the meeting and a copy placed on the application file.

The officer must be given the opportunity to explain any implications of the contrary decision.

Where an appeal arises against such a decision officers will support the Development Management Committee in preparing evidence for the appeal.

Where conditions included in an officer report are amended by the Committee, an officer should be asked to draft the new conditions and these will be approved by the Chair and nominated members via the non-Executive Action procedure. The date of the decision in these circumstances will be the date the non-Executive Action is signed by the last signatory.

7. Complaints

Any issues or concerns arising from this Protocol can be raised with the Monitoring Officer, the Chair of Development Management Committee, the Chair of the Strategic Planning Committee or the Chair of the Council’s Standards Committee.

The Community & Environment Directorate also has a formal complaints system in operation which can be used if necessary.

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ANNEX 1

HARROW COUNCIL

PROCEDURE NOTE: MEMBER SITE VISITS FOR PLANNING APPLICATIONS AND MAIN AGENDA ITEMS

DEFERRED BY STRATEGIC PLANNING COMMITTEE & DEVELOPMENT MANAGEMENT COMMITTEE

Notes:

(a) The purpose of a site visit is to allow Members of the Strategic Planning Committee and the Development Management Committee to inspect the sites of deferred planning applications or main agenda items, accompanied by a Planning Officer(s).

(b) Site visits are intended to:

be fact-finding exercises

enable officers to point out relevant features

enable questions to be asked on site for clarification

(c) Site visits are not part of the formal consideration of the application and therefore public rights of attendance by neighbouring residents or other parties do not apply (but see Note (d) below).

(d) A site visit will only include a visit to the application site. If a visit to an adjacent site is considered necessary this should be agreed by the Committees when the date for the site visit is selected.

(e) Members are advised against making their own arrangements to visit applicants or objectors as they may prejudice their ability to take part in the decision-making process, or even the validity of the subsequent decision.

Procedure:

1 Prior to the Site Visit

1.1 Following the decision to defer an application or agenda item for a site visit the Committee will agree (normally) a date at the end of the meeting.

1.2 The Planning Officer will advise the applicant’s agent (or applicant where there is no agent) of the details of the site visit, enclosing a copy of this guidance note.

1.3 Where the applicant is not the owner of the site, he / she will be asked to advise the owner and arrange access (if required) directly with the owner.

1.4 The Committee Clerk will confirm the site visit arrangements in writing to Members and Officers – this may include the provision of a minibus and driver, starting from the Civic Centre, depending on the number and location of the visits and particular access requirements.

If necessary, Members are free to make their own arrangements to meet at the site.

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2 The Site Visit

2.1 On arrival at the application site the Planning Officer will contact the owner or agent to advise of the start of the visit.

2.2 The Planning Officer will explain the submitted plans and proposals in relation to the site and any relevant neighbouring land.

2.3 The Planning Officer may ask the applicant / agent to explain any discrepancies between the drawings and what is seen on the site

2.4 The Planning Officer may also ask the applicant / agent to point out particular features within or adjacent to the site, or to explain aspects of the proposals, but only as an aid to the explanation.

2.5 Members may seek clarification from the Officer on matters relevant to the site inspection.

2.6 However, Members and Officers should not enter into a debate with the applicant / agent (or with any third party - for example, a neighbouring resident) on the merits of the application, or on possible amendments to the proposals. If Members have any concerns or suggestions about the proposals the appropriate forum for these concerns is the subsequent Committee meeting, not the site visit.

2.7 Members may, of course, express concerns to the attending Planning Officer, but such concerns would only be informal in nature and should not be discussed on site with the applicant / agent or any third party.

2.8 Amendments to a proposal should only arise following subsequent discussion between the Planning Officers and the applicant / agent or from an instruction from either Committee.

Updated May 2007 by Development Management Committee

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rent

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y:-

Fals

e r

epre

senta

tion (

Section 2

of

the a

ct)

;

Failu

re t

o d

isclo

se info

rmation w

here

there

is a

legal duty

to d

o s

o (

Section 3

of

the a

ct)

;

Abuse o

f positio

n (

Section 4

of

the a

ct)

.

Th

e A

ct

als

o c

rea

ted

ne

w o

ffe

nce

s o

f p

osse

ssio

n (

Se

ctio

n 6

of

the

act)

and m

akin

g o

r supply

ing a

rtic

les f

or

use

in

fra

ud

s (

Se

ction 7

of

the

act)

.

Obta

inin

g s

erv

ices b

y d

eception w

as r

epla

ced b

y a

new

offence o

f obta

inin

g s

erv

ices d

ishonestly (

Section 1

1 o

f th

e a

ct)

.

2.2

For

alle

gations o

f fr

aud involv

ing o

ffences c

om

mitte

d p

rior

to 1

5 J

anuary

2007 a

nd f

or

outr

ight

theft w

hic

h d

oes n

ot

necessarily

re

qu

ire

a f

raud t

o b

e c

om

mitte

d, th

e follo

win

g c

ate

gories w

ill s

till

apply

:-

T

he

ftD

ishonestly a

ppro

priating t

he p

ropert

y o

f anoth

er

with t

he i

nte

ntion o

f perm

anently d

eprivin

g t

he

m o

f it (

Theft A

ct

1968).

T

his

ma

y

inclu

de t

he r

em

oval or

mis

use o

f fu

nd

s,

asse

ts o

r ca

sh

.

F

als

e A

cco

un

tin

g

Dis

honestly d

estr

oyin

g,

defa

cin

g,

concealin

g o

r fa

lsifyin

g a

ny a

ccount, r

ecord

or

docum

ent

required f

or

any a

ccountin

g p

urp

ose,

with a

vie

w t

o p

ers

onal

gain

or

gain

for

anoth

er,

or

with i

nte

nt

to c

ause l

oss t

o a

noth

er

or

furn

ishin

g i

nfo

rmation w

hic

h i

s o

r m

ayb

e

mis

leadin

g,

fals

e o

r dece

ptive

. (

Th

eft

Act

19

68

).

B

rib

ery

an

d C

orr

up

tio

n

The o

ffering,

giv

ing,

solic

itin

g o

r accepta

nce

of

an i

nducem

ent

or

rew

ard

that

may i

nfluence t

he a

ctions t

aken b

y t

he a

uth

ority

, its

mem

bers

or

offic

ers

(P

revention o

f C

orr

upt

Pra

ctices A

cts

1889 a

nd 1

916).

Lo

nd

on

Bo

rou

gh

of

Ha

rro

wA

nti-F

rau

d P

olic

y

5F

- 5

Fe

bru

ary

20

10

531

D

ecep

tio

n

Obta

inin

g pro

pert

y or

pecunia

ry advanta

ge by deception (S

ection 15 and 16 of

the T

heft A

ct

1968)

and obta

inin

g serv

ices or

evadin

g a

lia

bili

ty b

y d

eception (

Section 1

and 2

of

the T

heft A

ct

1978)

C

ollu

sio

nT

he t

erm

collu

sio

n d

escribes a

ny c

ase in w

hic

h s

om

eone incites,

instigate

s,

aid

s a

nd a

bets

, conspires o

r attem

pts

to c

om

mit a

ny o

f th

e c

rim

es lis

ted

ab

ove

.

2.3

The p

olic

y d

efines r

ole

s a

nd r

esponsib

ilities f

or

dealin

g w

ith t

he t

hre

at

of

fraud a

nd c

orr

uption,

both

inte

rnally

and e

xte

rna

lly a

nd i

t applie

s t

o t

he f

ollo

win

g g

roups.

The C

orp

ora

te A

nti-F

raud T

eam

and I

nte

rnal A

udit

Mem

bers

Em

plo

yees

Contr

acto

rs a

nd s

upplie

rs

The P

ublic

and e

xte

rnal org

anis

ations

2.4

In a

ll its d

ealin

gs,

the A

uth

ority

will

ad

here

to t

he s

even p

rincip

les o

f public

life s

et

out

in t

he N

ola

n C

om

mitte

e’s

report

on

Sta

nd

ard

s in

P

ub

lic L

ife

.

S

elf

lessn

ess

Hold

ers

of

public

offic

e s

hould

take d

ecis

ions s

ole

ly in t

erm

s o

f th

e p

ublic

inte

rest.

They s

hould

not

do s

o in o

rder

to g

ain

fin

ancia

l or

oth

er

mate

rial ben

efits

for

them

selv

es,

the

ir f

am

ilie

s,

or

the

ir f

rie

nd

s.

In

teg

rity

Hold

ers

of

public

offic

e s

hould

not

pla

ce t

hem

selv

es u

nder

any f

inancia

l or

oth

er

oblig

ation t

o o

uts

ide in

div

iduals

or

org

anis

atio

ns t

ha

t m

igh

t in

flu

en

ce

th

em

in

th

e p

erf

orm

ance o

f th

eir o

ffic

ial duties.

O

bje

cti

vit

yIn

carr

yin

g o

ut

public

busin

ess,

inclu

din

g m

akin

g p

ublic

appoin

tments

, aw

ard

ing

co

ntr

acts

, o

r re

co

mm

endin

g i

ndiv

iduals

for

rew

ard

s

and b

enefits

, hold

ers

of

public

offic

e s

hould

make c

hoic

es o

n m

erit.

Lo

nd

on

Bo

rou

gh

of

Ha

rro

wA

nti-F

rau

d P

olic

y

5F

- 6

Fe

bru

ary

20

10

532

A

cc

ou

nta

bil

ity

Hold

ers

of

public

offic

e a

re a

cco

unta

ble

for

their d

ecis

ions a

nd a

ctions t

o t

he p

ublic

an

d m

ust

su

bm

it t

he

mse

lve

s t

o w

ha

teve

r scru

tiny

is a

pp

rop

ria

te t

o t

he

ir o

ffic

e.

O

pen

ness

Hold

ers

of

public

offic

e s

hould

be a

s o

pen a

s p

ossib

le a

bout

all

the d

ecis

ions a

nd a

ctions t

hat

they t

ake.

They s

hould

giv

e r

ea

so

ns

for

their d

ecis

ions a

nd r

estr

ict

info

rmation o

nly

when t

he w

ider

public

inte

rest

cle

arly d

em

ands.

Openness r

equires a

n i

nclu

siv

eappro

ach,

an o

utw

ard

focus a

nd a

com

mitm

ent

to p

art

ners

hip

work

ing.

H

on

esty

Hold

ers

of

public

offic

e h

ave a

duty

to d

ecla

re a

ny p

rivate

inte

rests

rela

ting t

o t

heir p

ublic

duties a

nd t

o t

ake s

teps t

o r

esolv

e a

ny

conflic

ts a

risin

g in a

way t

hat

pro

tects

the p

ublic

inte

rest.

L

ead

ers

hip

Hold

ers

of

public

offic

e s

hould

pro

mote

and s

upport

these p

rincip

les b

y leaders

hip

and e

xam

ple

.

Lo

nd

on

Bo

rou

gh

of

Ha

rro

wA

nti-F

rau

d P

olic

y

5F

- 7

Fe

bru

ary

20

10

533

3.0

T

HE

AN

TI-

FR

AU

D F

RA

ME

WO

RK

The C

ouncil

takes u

ltim

ate

responsib

ility

for

the p

rote

ction o

f its f

inances a

nd t

hose t

hat

are

adm

inis

tere

d o

n b

ehalf o

f th

e G

overn

ment.

The C

ouncil

recognis

es t

hat

fra

ud a

nd c

orr

uption a

re c

ostly i

n t

erm

s o

f re

puta

tional

risk a

nd f

inancia

l lo

ss.

The C

orp

ora

te G

overn

ance

F

ram

ew

ork

w

hic

h underp

ins th

e C

ouncil’

s activitie

s has a num

ber

of

com

ponents

th

at

exis

t to

pro

tect

the C

ouncil

again

st

fraud a

nd

corr

uption.

These a

re:-

M

em

bers

Co

de o

f C

on

du

ct

This

conta

ins g

uid

ance o

n p

ecunia

ry a

nd n

on-p

ecunia

ry inte

rests

, confidentialit

y,

acce

ss t

o d

ocum

ents

and m

eetings,

rela

tionship

sbetw

een m

em

bers

and o

ffic

ers

, gifts

and h

ospitalit

y;

Contr

act

Pro

cedure

Rule

s a

nd F

inancia

l R

egula

tions,

and t

he C

onstitu

tion.

C

od

e o

f C

on

du

ct

for

Co

un

cil

Em

plo

ye

es

This

covers

genera

l sta

ndard

s;

financia

l and

non-f

inancia

l in

tere

sts

; re

lationship

s

with

colle

ag

ue

s,

ma

na

ge

rs,

co

un

cill

ors

, contr

acto

rs,

the p

ress a

nd t

he p

ublic

; health a

nd s

afe

ty;

care

of

money a

nd p

ropert

y;

polit

ical neutr

alit

y a

nd p

olit

ical re

str

iction

s;

an

d

responsib

ilities o

f D

irecto

rs a

nd C

hie

f O

ffic

ers

.

R

eg

iste

r o

f In

tere

sts

, G

ifts

an

d H

os

pit

ali

tyT

his

is c

overe

d i

n b

oth

of

the a

bove c

odes a

nd i

llustr

ate

s c

lear

advic

e w

hen d

ealin

g w

ith a

ny s

ituations c

oncern

ing i

nte

rests

, g

ifts

and h

ospitalit

y

T

he C

ou

ncil C

on

sti

tuti

on

an

d f

inan

cia

l re

gu

lati

on

sT

he C

ouncil

Constitu

tion s

ets

out

how

the C

ouncil

will

manage its

affairs.

Fin

ancia

l R

egula

tions p

rovid

e t

he f

ram

ew

ork

within

wh

ich

the C

ouncil

manages its

fin

ances a

nd s

afe

guard

s it

assets

. T

hey a

re issued b

y t

he C

ouncil

and a

re b

indin

g o

n a

ll em

plo

yees.

In

tern

al

Au

dit

s &

co

ntr

ols

T

hese a

re u

ndert

aken b

y t

he A

uth

ority

’s I

nte

rnal

Audit (

IA)

depart

ment

in a

ccord

ance w

ith t

he r

equir

em

ents

of

the A

ccounts

an

d

Audit R

egula

tions 1

996 a

nd a

ssocia

ted p

rofe

ssio

nal

guid

elin

es.

Revie

ws o

f contr

ol

syste

ms a

re c

onducte

d a

cro

ss a

ll depart

ments

of

the C

ouncil

and cove

rage is

dete

rmin

ed usin

g an obje

ctive risk based pro

cess.

T

he re

vie

ws pro

vid

e assura

nce on th

e

effectiveness o

f in

tern

al contr

ols

, and a

lert

ma

na

ge

rs t

o s

yste

m w

ea

kn

esse

s in

ord

er

tha

t co

rre

ctive

actio

n c

an

be

ta

ke

n t

o m

inim

ise

risk.

Ongoin

g a

dvic

e o

n r

isk m

anagem

ent

and c

ontr

ol

impro

vem

ent

is a

lso p

rovid

ed

. A

n a

nnual

report

on c

overa

ge a

nd k

ey

findin

gs i

s s

ubm

itte

d t

o t

he O

verv

iew

and S

cru

tiny C

om

mitte

e.

See A

ppendix

1 f

or

role

and r

espo

nsib

ility

sp

lit b

etw

ee

n I

A a

nd

C

AF

T.

Lo

nd

on

Bo

rou

gh

of

Ha

rro

wA

nti-F

rau

d P

olic

y

5F

- 8

Fe

bru

ary

20

10

534

E

xte

rnal

Au

dit

s

Exte

rnal

audits a

re c

arr

ied o

ut

by D

elo

itte

and T

ouche i

n a

ccord

ance w

ith

th

e p

rovis

ion

s o

f th

e A

ud

it C

om

mis

sio

n A

ct

19

98

, th

e

Accounts

and A

udit R

egula

tions 1

996,

and t

he a

ccom

panyin

g C

ode o

f A

udit P

ractice.

The e

xte

rnal

auditor

undert

akes a

pla

nne

d

pro

gra

mm

e o

f w

ork

acro

ss t

he A

uth

ority

, in

clu

din

g a

n a

nnual

revie

w o

f th

e A

uth

ority

’s a

rra

ng

em

en

ts f

or

pre

venting a

nd d

ete

ctin

gfr

aud a

nd c

orr

uption.

The E

xte

rnal

Audito

r pre

sents

an a

nnual

report

on c

overa

ge a

nd k

ey f

indin

gs t

o t

he C

abin

et

and t

o t

he

O

verv

iew

and S

cru

tiny C

om

mitte

e.

In

dep

en

den

t E

xte

rnal

Insp

ecti

on

The A

uth

ori

ty i

s s

ubje

ct

to r

egula

r in

spection b

y a

num

ber

of

exte

rnal

agencie

s a

nd t

he L

ocal

Om

budsm

an.

These p

rovid

e f

urt

her

independent

evid

ence o

n t

he a

dequacy o

f syste

ms a

nd m

ay h

ighlig

ht

irre

gula

rities f

or

furt

her

investigation.

The w

ork

of

the A

ud

itC

om

mis

sio

n is p

art

icula

rly r

ele

vant

here

in

te

rms o

f b

en

efit

ad

min

istr

atio

n.

C

on

tract

Pro

ced

ure

Ru

les

These

pro

mote

good

purc

hasin

g

and

public

accounta

bili

ty

and

dete

r fr

aud

and

co

rruption.

C

ontr

act

Pro

cedure

R

ule

s

are

supple

ment

to

the

Fin

ancia

l R

egula

tions

and

form

part

of

the

constitu

tion.

It

covers

offic

er

responsib

ilities,

com

petition

requirem

ents

and b

asic

princip

les o

f purc

hase d

isposal of

goods a

nd s

erv

ices,

part

ners

hip

arr

angem

ents

and e

xem

ptions/w

aiv

ers

of

contr

act

pro

cedure

rule

s.

Failu

re t

o c

om

ply

with

th

ese

ru

les w

he

n le

ttin

g c

on

tra

cts

may r

esult in d

iscip

linary

action,

and e

mp

loyees

have a

duty

to r

eport

bre

aches o

f th

e C

ontr

act

pro

cedure

rule

s t

o a

n a

ppro

priate

senio

r m

anager,

inte

rnal

audit o

r th

e C

AF

T.

F

urt

her

deta

iled a

dvic

e c

an b

e s

ought

from

the C

orp

ora

te P

rocu

rem

en

t D

ep

art

me

nt.

N

ati

on

al

Fra

ud

In

itia

tive (

NF

I)

As p

art

of

the a

nnual exte

rnal a

udit p

rocess,

the A

udit C

om

mis

sio

n r

equires t

he A

uth

ori

ty t

o p

art

icip

ate

in t

he N

ational F

raud

Initia

tive (

NF

I).

The S

erious C

rim

e A

ct

2007 g

ave t

he A

udit C

om

mis

sio

n n

ew

sta

tuto

ry p

ow

ers

to c

onduct

data

matc

hin

g e

xerc

ises

by insert

ing a

new

Part

2A

into

the A

udit C

om

mis

sio

n A

ct

1998.

The A

uth

ority

pro

vid

es d

ata

fro

m its

com

pute

r syste

ms,

whic

h is

matc

hed w

ith t

hat

of

oth

er

auth

orities a

nd a

gencie

s,

to identify

possib

le f

raud.

Deta

ils o

f m

atc

hes a

re r

etu

rned t

o t

he A

uth

ority

where

furt

her

inte

rnal in

vestigations a

re u

ndert

aken t

o identify

and p

urs

ue c

ases o

f fr

aud a

nd irr

egula

rity

. C

AF

T a

ct

as k

ey c

on

tact

for

the a

uth

ority

in c

o-o

rdin

ating t

his

exerc

ise a

nd e

nsuring that

data

subje

cts

are

info

rmed in a

tim

ely

manner

when t

he e

xerc

ise is

undert

aken a

s p

er

best

pra

ctice g

uid

ance f

rom

the A

udit C

om

mis

sio

n a

nd I

nfo

rmatio

n C

om

mis

sio

ne

r .

W

his

tle

blo

win

gT

he A

uth

ority

’s w

his

tleblo

win

g p

olic

y e

nable

s e

mplo

yees t

o r

eport

concern

s a

bout

a m

ore

senio

r offic

er,

or

a C

ouncill

or,

withou

t th

e

fear

of

resultant

vic

tim

isation,

whils

t pro

tecting o

ffic

ers

and m

em

bers

fro

m u

nin

form

ed o

r vexatious a

llegations.

The w

his

tleb

low

ing

Lo

nd

on

Bo

rou

gh

of

Ha

rro

wA

nti-F

rau

d P

olic

y

5F

- 9

Fe

bru

ary

20

10

535

polic

y w

as r

e-launched in S

epte

mber

2008 a

nd d

eta

ils o

f th

e p

rocedure

can b

e f

ound

in H

arr

ow

’s p

olic

y in

de

x.

Wh

istle

blo

we

rs a

reals

o p

rote

cte

d b

y t

he P

ublic

Inte

rest

Dis

clo

sure

Act

1998.

M

on

ey L

au

nd

eri

ng

Po

lic

y

There

have b

een s

ignific

ant

changes t

o t

he l

egis

lation c

oncern

ing m

oney l

aundering (

the P

roceeds o

f C

rim

e A

ct

2002 a

nd t

he

M

oney Laundering R

egula

tions 2003),

w

hic

h have bro

adened th

e definitio

n of

mo

ney la

undering an

d in

cre

ased th

e ra

nge of

activitie

s c

aught

by t

he s

tatu

tory

fra

mew

ork

. H

arr

ow

’s M

oney L

aundering p

olic

y p

laces a

responsib

ility

on a

ll em

plo

yees t

o r

epo

rtsuspic

ious f

inancia

l activity a

nd o

n t

he M

oney L

aundering R

eport

ing O

ffic

er

(ML

RO

) to

en

su

re t

ha

t susp

icio

ns a

re i

nve

stig

ate

d

ap

pro

pria

tely

.

C

orp

ora

te I

nd

ucti

on

A

Corp

ora

te I

nduction p

rogra

mm

e f

or

all

sta

ff w

hic

h inclu

des e

xp

ecte

d s

tan

da

rds o

f p

rob

ity.

T

he C

orp

ora

te A

nti

-Fra

ud

Team

(C

AF

T)

The C

orp

ora

te A

nti-F

raud T

eam

investigate

s a

llegations o

f fr

aud a

nd c

orr

uption i

nvolv

ing t

he

auth

ority

, its m

em

bers

, em

plo

yee

s,

contr

acto

rs a

nd s

upplie

rs,

the p

ublic

and e

xte

rnal org

anis

ations.

They u

ndert

ake b

oth

reactive c

ou

nte

r fr

au

d w

ork

an

d a

ris

k b

ased

pro

gra

mm

e o

f pro

active c

ounte

r fr

aud w

ork

whic

h a

ims t

o c

reate

a z

ero

tole

rance c

ulture

. T

he w

ork

will

be c

losely

co-o

rdin

ate

d w

ith

In

tern

al A

udit s

o t

hat

the f

ram

ew

ork

in p

lace t

o d

eal w

ith f

raud is r

obust

and t

horo

ugh.

See A

ppendix

1 f

or

role

s a

nd r

esponsib

ility

split

betw

een I

A a

nd C

AF

T.

T

he N

ati

on

al

An

ti-F

rau

d N

etw

ork

(N

AF

N)

N

AF

N i

s t

he c

entr

al

poin

t of

conta

ct

for

auth

orities t

o e

xchange i

nfo

rmation a

cro

ss t

he c

ountr

y a

nd o

bta

in i

nte

lligence r

ela

tin

g t

o

alle

gations o

f fr

aud a

nd o

ngo

ing investigatio

n q

ueries.

The a

uth

ority

has b

een a

mem

be

r of

NA

FN

and C

AF

T a

ctively

encoura

ge a

lle

nfo

rce

me

nt te

am

s to

utilis

e t

he s

erv

ices t

hey p

rovid

e.

F

rau

d R

esp

on

se P

lan

T

he f

raud r

esponse p

lan d

eta

ils i

nstr

uctions r

equired a

t th

e p

oin

t of

dis

covery

of

fraud,

to w

hom

the f

raud s

hould

be r

eport

ed,

ho

w

the a

uth

ority

investigate

s,

securing e

vid

ence,

guid

ance s

urr

oundin

g c

onta

ct

with e

mplo

yees u

nder

suspic

ion,

inte

rvie

win

g,

when t

oco

nta

ct

the

po

lice

, g

uid

an

ce

ab

ou

t th

e r

eco

ve

ry o

f a

ssets

an

d h

ow

to

mitig

ate

th

e t

hre

at

of

futu

re f

raud b

y t

akin

g a

ppro

priate

action

to im

pro

ve

co

ntr

ols

.

Lo

nd

on

Bo

rou

gh

of

Ha

rro

wA

nti-F

rau

d P

olic

y

5F

- 1

0F

eb

rua

ry 2

01

0

536

T

he R

eg

ula

tio

n o

f In

vesti

gato

ry P

ow

ers

Act

2000 (

RIP

A)

T

he C

ou

ncil

has a

polic

y s

urr

oundin

g t

he c

onduct

of

surv

eill

ance a

nd a

ccessin

g c

om

munic

ations d

ata

. I

t pro

vid

es c

lear

directio

n in

te

rms o

f ro

les,

resp

on

sib

ilitie

s a

nd

le

ga

l oblig

ations w

hen c

onsid

ering t

his

action.

Fu

rth

er

ad

vic

e c

an

be

so

ug

ht

fro

m L

eg

al S

erv

ices

or

CA

FT

on t

his

matter.

P

rosecu

tio

n a

nd

San

cti

on

Po

licy

CA

FT

is r

esponsib

le f

or

dra

ftin

g t

he P

rosecution a

nd S

anction P

olic

y i

n r

ela

tion t

o c

rim

inal

investigations c

onducte

d b

y C

AF

T o

nm

atters

of

fraud a

nd c

orr

uption.

Advic

e s

hould

be s

ought

from

them

concern

ing t

his

polic

y.

E

ffecti

ve r

ecru

itm

en

t an

d s

ele

cti

on

pro

ced

ure

s

The C

ou

ncil’

s R

ecru

itm

ent

and S

ele

ctio

n P

rocedure

ensure

s th

at

em

plo

ye

es are

appoin

ted on

m

erit

and pro

vid

es contr

ols

to

elim

inate

the a

ppoin

tment

of

unsuitable

pers

ons:

This

can b

e f

ound in H

arr

ow

’s p

olic

y index.

C

on

du

ct

Pro

ced

ure

T

he C

ouncil’

s C

onduct

Pro

cedure

aim

s t

o h

elp

and

encoura

ge a

ll em

plo

yees t

o a

ch

ieve a

nd m

ain

tain

accepta

ble

sta

ndard

s o

f conduct.

This

can b

e f

ound in H

arr

ow

’s p

olic

y index.

H

arr

ow

Str

ate

gic

Part

ners

hip

T

he C

rim

e a

nd D

isord

er

Act

1998 r

equires t

he M

etr

opolit

an P

olic

e S

erv

ice a

nd o

ther

sp

ecifie

d b

odie

s t

o u

ndert

ake p

rescribed s

teps

in a

crim

e r

eduction initia

tive f

or

London.

As a

result,

part

ners

hip

s h

ave b

een d

evelo

ped w

ith L

ond

on local auth

orities,

with t

he a

im

of

identify

ing a

reas w

here

incre

ased l

iais

on c

an r

educe l

eve

ls o

f crim

e,

and e

nhance t

he e

ffe

ctiveness o

f fr

aud a

nd c

orr

uption

investigation i

n t

he p

ublic

secto

r.

This

is a

chie

ved t

hro

ugh i

nte

lligence s

hari

ng,

the d

evelo

pm

ent

of

part

ners

hip

pro

tocols

, cri

me

pre

vention a

nd t

rain

ing.

The C

ouncil

belie

ves t

hat

counte

ring f

raud a

nd c

orr

uption i

s t

he r

esponsib

ility

of

every

one i

n t

he o

rganis

ation a

nd n

ot

just

tho

se

in

S

enio

r M

anagem

ent, th

e C

orp

ora

te A

nti-F

raud T

eam

or

Inte

rnal

Audit.

F

raud pre

vention and dete

ction is

an in

tegra

l part

of

deliv

ering s

erv

ices a

nd f

raud t

hre

ats

need t

o b

e c

onsid

ere

d a

longsid

e o

ther

serv

ice f

acto

rs.

Lo

nd

on

Bo

rou

gh

of

Ha

rro

wA

nti-F

rau

d P

olic

y

5F

- 1

1F

eb

rua

ry 2

01

0

537

4

.0

TH

E F

RA

UD

RIS

KS

The C

ouncil

is r

esponsib

le f

or

adm

inis

tering p

ublic

fin

ances a

nd u

ndert

akes m

any t

ransactions i

nclu

din

g d

irect

incom

e a

nd e

xpen

ditu

re

an

d t

ho

se

activitie

s t

ha

t w

e a

dm

inis

ter

on

behalf o

f C

entr

al G

overn

ment.

Those s

eekin

g t

o d

efr

aud t

he C

ouncil

may t

arg

et

these

so

urc

es

of

incom

e a

nd e

xpenditure

and v

alu

able

assets

.

The C

ouncil

will

be w

atc

hfu

l in

all

of

these a

reas a

nd w

ill b

e p

roactive in p

revention,

dete

ction,

investigation a

nd r

em

edy.

The

Cou

ncil

will

not

be a

fraid

to m

eet

a d

ifficult c

halle

nge h

ead o

n a

nd c

onfr

ont

uncom

fort

able

situations w

here

it

is f

elt a

ppro

priate

. T

he a

uth

ori

ty w

ill

alw

ays seek to

ta

ke a ro

bust

line and pre

ss fo

r th

e str

ongest

sanctions again

st

those in

tent

on com

mitting fr

aud,

inclu

din

g cri

min

al

pro

secution a

nd c

onfiscation u

nder

the P

roceeds o

f C

rim

e A

ct

2002.

5.0

RO

LE

S A

ND

RE

SP

ON

SIB

ILIT

ES

5.1

C

orp

ora

te A

nti

-Fra

ud

Team

an

d I

nte

rnal

Au

dit

The C

AF

T w

ill p

rovid

e t

he C

ouncil’

s A

nti-F

raud S

erv

ice.

IA

will

ensure

that

sound a

nd e

ffective a

udit is u

ndert

aken o

f th

e C

ou

ncil

syste

ms

and pro

cesses.

T

he tw

o bra

nches of

the ope

ration w

ill w

ork

clo

sely

in

a seam

less m

anner

to assis

t m

anagem

ent

to im

ple

ment

appro

priate

contr

ols

and p

rovid

e s

olu

tions t

o c

ontr

ol fa

ilure

s.

The C

ouncil

actively

encoura

ges e

mplo

yees t

o w

his

tleblo

w o

n c

olle

agues w

ho a

re s

uspecte

d o

f com

mitting f

raud.

The

Whis

tleblo

win

gpolic

y pro

vid

es fu

rther

deta

ils o

n how

em

plo

yees ca

n utilis

e th

e pro

tection offere

d by th

e P

ublic

In

tere

st

Dis

clo

sure

A

ct

199

8.

A

ll em

plo

yees,

the public

and m

em

bers

are

encoura

ged

to

conta

ct

the C

AF

T or

IA w

ith any su

spic

ion

o

f fr

au

d,

co

rru

ptio

n,

fin

an

cia

l m

alp

ractice o

r th

e a

buse o

f offic

ial positio

n.

CA

FT

will

utilis

e a

ll m

eth

ods t

o d

ete

ct

and in

vestigate

fra

ud.

This

inclu

des d

ata

-matc

hin

g,

da

ta m

inin

g,

op

en

sou

rce

re

se

arc

h, surv

eill

ance

and inte

lligence led investigations.

CA

FT

is

re

sponsib

le fo

r assessin

g th

e a

uth

orities counte

r fr

aud arr

angem

ents

a

nd

p

erf

orm

an

ce

a

ga

inst

pro

fessio

na

l g

uid

an

ce

a

nd

findin

gs o

f in

tern

al

revie

ws a

nd i

nvestigatio

ns.

Bench

mark

ing w

ill b

e u

sed t

o a

ssess c

ounte

r fr

aud a

rrangem

ents

to e

nsure

that

there

is

valu

e f

or

money c

entr

al to

counte

r fr

aud a

ctivity

CA

FT

is c

harg

ed w

ith t

he r

esp

on

sib

ility

of

wo

rkin

g in

pa

rtn

ers

hip

with I

A leadin

g t

he f

ight

again

st

fraud a

nd c

orr

uption.

The t

ea

m r

ep

ort

s

to t

he D

ivis

ional D

irecto

r A

udit &

Ris

k,

Co

rpora

te D

irecto

r of

Fin

ance a

nd t

he C

hie

f E

xecutive a

nd is a

uth

orised t

o investigate

alle

gations

of

fraud a

nd c

orr

uption u

nder

Section 2

22 o

f th

e L

ocal G

overn

ment

Act

1972.

Lo

nd

on

Bo

rou

gh

of

Ha

rro

wA

nti-F

rau

d P

olic

y

5F

- 1

2F

eb

rua

ry 2

01

0

538

5.2

M

em

bers

Me

mb

ers

are

exp

ecte

d t

o a

ct

in a

ma

nn

er

wh

ich

se

ts a

n e

xa

mp

le t

o t

he

co

mm

un

ity w

hom

they r

epre

sent

and t

o t

he e

mplo

yees o

f th

e

council

who d

eliv

er

serv

ices.

Me

mb

ers

w

ill

co

mp

ly

with

th

e

Me

mb

ers

C

od

e

of

Co

nd

uct.

Th

is

co

nta

ins

gu

ida

nce

o

n

pe

cu

nia

ry

an

d

no

n-p

ecunia

ry

inte

rests

, confidentialit

y,

access t

o d

ocum

ents

and m

eetings,

rela

tionship

s b

etw

een m

em

bers

and o

ffic

ers

, gifts

and h

ospitalit

y;

Contr

act

Pro

cedure

R

ule

s a

nd F

inancia

l R

egula

tions a

nd S

tandard

s,

and t

he C

onstitu

tion.

Als

o inclu

ded is t

he c

ode o

f pra

ctice f

or

dealin

g w

ith c

ontr

aventions

of

Section 1

14 o

f th

e L

ocal G

ove

rnm

en

t A

ct

19

88

(‘fin

ancia

l irre

gula

rities’).

After

appro

vin

g a

Corp

ora

te A

nti-F

raud P

olic

y,

me

mbers

will

be e

xpecte

d t

o p

lay a

n i

mport

ant

role

thro

ugh l

eadin

g b

y e

xa

mple

an

dsupport

ing it.

The C

ouncil

has an esta

blis

hed

S

tandard

s C

om

mitte

e w

hic

h has in

dependent

rep

resen

tatives w

ithin

its m

em

bers

hip

s,

to exam

ine

me

mb

er

mis

co

nd

uct.

Alle

gations a

bout

mem

bers

that

are

receiv

ed b

y e

ither

IA o

r C

AF

T w

ill b

e r

efe

rre

d t

o t

he M

onitoring O

ffic

er

imm

edia

tely

. T

he M

onitoring

O

ffic

er

may u

se t

he s

erv

ices t

he C

AF

T f

or

the

pu

rpo

se

s o

f a

ny in

ve

stig

atio

ns.

All

alle

gations o

f fr

aud a

nd c

orr

uption m

ad

e a

gain

st

our

Mem

bers

will

be f

ully

investiga

ted i

n a

ccord

ance w

ith t

he p

rovis

ions o

f th

e L

oca

l G

ove

rnm

en

t A

ct

20

00

.

5.3

E

mp

loyees

Our

em

plo

yees a

re t

he f

irst

line o

f defe

nce a

gain

st

fraud a

nd c

orr

uption.

They a

re e

xpecte

d t

o c

onduct

them

selv

es i

n w

ays w

hic

h a

re

beyond r

epro

ach,

above s

uspic

ion a

nd f

ully

accounta

ble

. I

t is

the r

esponsib

ility

of

dir

ecto

rs a

nd m

anagers

to b

e a

ware

of

the a

pp

rop

ria

te

financia

l and o

ther

anti-f

raud r

egula

tions a

nd t

o b

e r

esponsib

le f

or

ensuring c

om

plia

nce t

o t

hem

by t

he s

taff f

or

whic

h t

hey a

re r

esponsib

le.

We a

cknow

ledge t

hat

our

syste

ms a

re v

uln

era

ble

fro

m a

ttack f

rom

within

the a

uth

ority

, part

icula

rly b

y t

hose inte

nt

on g

ain

ing k

no

wle

dg

e o

f contr

ol w

eaknesses t

hro

ugh t

heir o

ffic

ial positio

n.

Pre

ve

ntio

n is f

ar

be

tte

r th

an

cu

re a

nd m

anagers

must

esta

blis

h a

nd m

ain

tain

syste

ms o

f in

tern

al co

ntr

ol ensuring t

hat

the C

ouncil’

s r

esourc

es a

re p

roperly a

pplie

d o

n t

he a

ctivitie

s inte

nde

d.

This

inclu

des t

he r

esp

on

sib

ility

fo

r th

e

pre

vention a

nd d

ete

ction o

f fr

aud,

corr

uption a

nd fin

ancia

l m

alp

ractice.

Lo

nd

on

Bo

rou

gh

of

Ha

rro

wA

nti-F

rau

d P

olic

y

5F

- 1

3F

eb

rua

ry 2

01

0

539

All

pers

onnel

em

plo

yed b

y o

r on b

ehalf o

f th

e C

ouncil

have a

duty

to

assis

t w

ith a

n i

nvestigation.

Failu

re t

o d

o s

o m

aybe c

onsid

ere

d a

bre

ach o

f tr

ust

or

failu

re t

o c

om

ply

with f

inancia

l re

gula

tions w

hic

h c

ould

lead t

o d

iscip

lina

ry a

ction u

nder

the C

onduct

pro

ced

ure

.

Those e

mplo

yees t

hat

com

mit f

raud a

gain

st

the C

ouncil

will

be s

ub

ject

to d

iscip

linary

action,

civ

il action o

r crim

inal pro

secution o

r all

of

the

afo

re m

entioned w

here

deem

ed a

ppro

priate

.

We w

ill a

lso r

ecom

mend d

iscip

linary

action a

gain

st

tho

se

th

at

co

mm

it f

rau

d a

ga

inst

oth

er

Local A

uth

orities,

the D

epart

ment

for

Work

s a

nd P

ensio

ns o

r any o

ther

agency a

dm

inis

tering p

ublic

funds.

Advic

e &

assis

tance w

ill b

e p

rovid

ed b

y C

AF

T a

nd I

A t

o H

um

an R

esourc

es r

ela

ting t

o t

he r

ecru

itm

ent

pro

cess a

nd e

mplo

yee c

onduct

in

rela

tion t

o f

raud.

The C

ouncil’

s R

ecru

itm

ent

and S

ele

ction P

rocedure

ensu

res t

hat

em

plo

yees a

re a

ppoin

ted o

n m

erit

and p

rovid

es

contr

ols

to e

limin

ate

the a

ppoin

tment

of

unsuitable

pers

ons:-

Applic

ants

are

required t

o c

om

ple

te a

n a

pp

lication f

orm

and d

ecla

re a

ny c

rim

inal convic

tio

ns t

ha

t a

re n

ot

sp

en

t.

Wh

ere

ap

pro

priate

,applic

ants

are

als

o r

equired t

o d

ecla

re a

ll past

offences o

r pendin

g p

rosecutions a

nd m

ay a

lso b

e s

ubje

ct

to a

polic

e c

heck.

New

em

plo

yees a

re r

equired t

o p

rovid

e a

National

Insura

nce n

um

ber

whic

h i

s v

alid

ate

d i

n a

cco

rda

nce

with

De

pa

rtm

en

t fo

r W

ork

and P

ensio

ns p

rocedure

s.

Applic

ants

are

re

quired to

pro

duce docum

enta

ry evid

ence of

any qualif

ications th

ey cla

im to

h

old

. If

d

ou

bt

arise

s a

s to

th

e

auth

enticity o

f a q

ualif

ication,

this

will

be v

erified w

ith t

he e

xam

ination b

oard

/p

rofe

ssio

nal body.

The C

AF

T c

an p

rovid

e a

ssis

tance

in t

his

are

a.

Written re

fere

nces are

re

queste

d fo

r all

successfu

l applic

ants

, one of

wh

ich

m

ust

be

o

bta

ine

d fr

om

th

e m

ost

recent/re

levan

t em

plo

yer.

T

he C

ouncil’

s fidelit

y in

sura

nce guara

nte

e re

quires th

at

ap

plic

an

ts fo

r p

osts

w

ith

re

sp

on

sib

ility

fo

r m

on

ey,

go

od

s,

acco

un

ts,

or

co

mp

ute

r p

rog

ram

min

g/o

pera

tion o

f financia

l syste

ms m

ust

pro

vid

e s

atisfa

cto

ry r

efe

rences f

rom

all

em

plo

yers

during

the p

revio

us 3

years

. I

f doubt

arises a

s t

o t

he

auth

en

ticity o

f re

fere

nce

s t

he

n f

urt

he

r ch

ecks s

ho

uld

be

ca

rrie

d o

ut

to c

on

firm

. T

he

C

AF

T c

an p

rovid

e a

ssis

tance in t

his

are

a.

Applic

ants

w

ho are

offere

d appoin

tments

are

re

quired to

pro

vid

e p

roo

f o

f e

ligib

ility

to

w

ork

in

th

e U

K prior

to com

mencin

g

em

plo

ym

ent.

Sections 1

5 t

o 2

6 o

f T

he I

mm

igra

tion,

Asylu

m a

nd N

ationalit

y A

ct

2006 t

hat

cam

e i

nto

forc

e o

n 2

9 F

ebru

ary

2008

pla

ces r

esponsib

ilities o

n e

mplo

yers

to e

nsure

that

an e

mplo

yee h

as t

he r

ight

to w

ork

in

the U

K.

Failu

re t

o c

om

ply

with t

his

act

may

result i

n e

ither

crim

inal

or

civ

il p

roce

ed

ing

s b

ein

g t

ake

n a

ga

in e

mplo

yers

for

a b

reach.

The c

ivil

pe

na

lty f

or

a b

rea

ch

ca

n b

eanyth

ing u

p t

o £

10,0

00 p

er

illegal

work

er

and t

he c

rim

inal

penalty o

f know

ingly

em

plo

yin

g a

n i

llegal

wo

rke

r ca

n r

esu

lt i

n a

priso

nsente

nce o

f up t

o 2

years

and/o

r an u

nlim

ited f

ine.

Any s

uspic

ions c

oncern

ing d

ocum

enta

tion c

onfirm

ing e

ligib

ility

to w

ork

in t

he U

K o

r id

entity

docum

enta

tion s

hould

be r

efe

rred t

o t

he

C

AF

T im

media

tely

for

furt

her

enquirie

s t

o b

e m

ade.

Lo

nd

on

Bo

rou

gh

of

Ha

rro

wA

nti-F

rau

d P

olic

y

5F

- 1

4F

eb

rua

ry 2

01

0

540

5.4

C

on

tracto

rs a

nd

su

pp

liers

Those org

anis

ations em

plo

yed to

w

ork

on behalf of

the C

ouncil

are

expecte

d to

m

ain

tain

str

on

g a

nti-f

rau

d p

rin

cip

les.

O

ur

co

ntr

act

part

ners

will

be e

xpecte

d t

o h

ave a

dequate

recru

itm

ent

pro

cedure

s a

nd c

ontr

ols

wh

en t

hey a

re a

dm

inis

tering f

inan

ce o

n b

eh

alf o

f th

e

Council.

We e

xpect

our

part

ners

to h

ave a

ppro

priate

contr

ols

in p

lace t

o m

inim

ise f

raud a

nd t

o p

rovid

e a

ccess t

o t

heir f

inancia

l re

cord

s a

s t

hey

rela

te t

o o

ur

finances,

and t

heir s

taff w

ill b

e r

equired t

o a

ssis

t fu

lly in a

ny investigation.

We

will

se

ek t

he

str

on

ge

st

ava

ilab

le s

an

ctions a

gain

st

contr

acto

rs t

hat

com

mit f

raud a

gain

st

the C

ouncil

or

who c

om

mit f

raud a

gain

st

public

funds.

We w

ill r

equest

that

the o

rganis

ation t

akes n

ecessary

action a

gain

st

the indiv

idual an

d w

e w

ill r

equire t

hem

to b

e r

em

ove

d

from

the H

arr

ow

account.

5.5

T

he P

ub

lic a

nd

exte

rnal

org

an

isati

on

s

Mem

bers

of

the p

ublic

receiv

e f

inancia

l assis

tance a

nd b

enefits

fro

m t

he C

ouncil

thro

ugh a

vari

ety

of

sourc

es.

These i

nclu

de C

ouncil

Tenancie

s,

Tem

pora

ry A

ccom

modation,

Renovation a

nd o

ther

housin

g r

ela

ted g

rants

, H

ousin

g a

nd C

ouncil

Tax B

enefit, C

ouncil

Ta

x

dis

co

un

ts,

Rig

ht

to B

uy d

isco

un

ts,

Dire

ct

ca

re p

aym

ents

, P

ark

ing c

oncessio

ns,

and S

tudent

aw

ard

s.

At

so

me

tim

e o

r a

no

the

r th

ese a

reas

have b

een s

ubje

ct

to a

ttack b

y t

hose inte

nt

on c

om

mitting f

raud w

hic

h m

eans t

hat

there

is less m

oney a

nd r

esourc

es a

vaila

ble

fo

r th

ose

in

genuin

e n

eed.

His

torically

, H

ousin

g B

enefit

has r

eceiv

ed s

ignific

ant

attention f

rom

Investigation p

ers

onnel due t

o t

he s

heer

scale

of

the f

inancia

l support

th

e s

chem

e r

eceiv

es f

rom

Centr

al govern

ment.

Pro

jects

such a

s t

he N

ational F

raud I

nitia

tive (

NF

I),

the H

ousin

g B

enefit

Matc

hin

g S

erv

ice

and P

art

ners

hip

work

ing w

ith a

gencie

s l

ike t

he D

WP

, H

MR

C,

The U

K B

ord

er

Agency a

nd t

he P

ensio

ns S

erv

ice h

ave s

trength

ened t

he

good w

ork

already b

ein

g d

one.

Nevert

hele

ss,

it i

s r

ecognis

ed t

hat

the a

bove m

entioned a

reas r

equire t

he s

am

e f

ocus b

ut

will

perh

aps n

ot

receiv

e t

he s

am

e v

olu

me

of

cases i

n t

erm

s o

f in

vestigations a

s H

ousin

g B

enefit.

The s

am

e p

rincip

les o

f in

vestigations w

ill a

pply

acro

ss t

he b

oard

where

fra

ud

an

d

corr

uption is a

lleged.

All

ap

plic

atio

ns f

or

fin

an

cia

l o

r o

the

r a

ssis

tan

ce

will

be

verifie

d t

o t

he

hig

he

st

sta

ndard

an

d a

ll d

ata

availa

ble

to t

he C

ouncil

will

be

use

d t

o

corr

obora

te in

form

ation pro

vid

ed by a

pplic

an

ts fo

r th

e p

urp

ose

s o

f p

reve

ntin

g a

nd

d

ete

cting fr

aud.

A

ll sta

ff in

volv

ed in

assessin

gapplic

ations f

or

assis

tance a

nd/o

r verify

ing identification d

ocum

enta

tion s

ubm

itte

d in s

upport

of

applic

ations w

ill b

e p

rovid

ed

with o

ngoin

g

fraud a

ware

ness t

rain

ing.

Lo

nd

on

Bo

rou

gh

of

Ha

rro

wA

nti-F

rau

d P

olic

y

5F

- 1

5F

eb

rua

ry 2

01

0

541

Fra

ud t

rends w

ill b

e a

naly

sed t

o identify

hig

h r

isk a

reas a

nd t

his

will

be s

upport

ed b

y p

ro-a

ctive f

raud d

rives b

ased u

pon t

hat a

na

lysis

.

Info

rmation e

xchange w

ill b

e c

onducte

d w

here

alle

gations a

re r

eceiv

ed w

ithin

the f

ram

ew

ork

of

the D

ata

Pro

tection A

ct

1998 f

or

the

purp

oses o

f pre

venting a

nd d

ete

cting c

rim

e o

r under

sta

tuto

ry legis

lation w

here

it

exis

ts.

The C

ou

ncil

will

make

full

use o

f its s

tatu

tory

pow

ers

inclu

din

g t

he p

ow

er

to e

nte

r busin

ess p

rem

ises a

nd o

bta

in i

nfo

rmation r

egard

ing

benefit

custo

mers

and t

he a

uth

ority

to s

eek info

rmation f

rom

fin

ancia

l in

stitu

tion

s a

nd u

tilit

ies c

om

panie

s in r

espect

of

benefit

cla

ims.

We w

ill a

pply

appro

priate

sanctions i

n a

ll ca

ses w

here

it

is f

elt t

hat

fraud o

r atte

mpte

d f

raud h

as b

een p

erp

etr

ate

d a

gain

st

the a

uth

ority

.

These w

ill ra

nge fr

om

offic

ial

warn

ings to

cro

wn court

pro

secution.

W

e w

ill a

lso se

ek to

re

co

ve

r a

ny m

on

ies o

bta

ine

d fr

au

du

len

tly,

inclu

din

g f

reezin

g a

ssets

, utilis

ing t

he P

roceeds o

f C

rim

e A

ct

2002,

confiscation o

rders

, civ

il re

covery

and g

enera

l debt

recove

ry.

We w

ill use th

e C

ouncil’

s Legal

Serv

ices D

ep

art

me

nt,

th

e D

ep

art

me

nt

for

Wo

rk a

nd

P

ensio

ns P

rosecution D

ivis

ion and th

e C

row

n

Pro

secution S

erv

ice t

o b

ring o

ffenders

to justice.

Pro

secutions w

ill n

ot

be lim

ited t

o H

ousin

g a

nd

Council

Tax B

enefit

fraud c

ases b

ut

will

in

clu

de a

ny a

rea w

ithin

the C

oun

cil

where

there

is e

vid

ence t

o i

ndic

ate

a f

raud r

ela

ted o

ffence h

as b

een c

om

mitte

d a

nd t

he c

ase

me

ets

th

e s

tandard

s r

equired in t

he C

AF

T P

rosecution a

nd S

an

ction P

olic

y a

nd T

he C

ode f

or

Cro

wn P

rosecuto

rs.

As a

dete

rrent, w

e w

ill p

ublic

ise o

ur

successfu

l sanction

s t

hro

ugh t

he C

ouncil’

s C

om

munic

ations T

eam

and in t

he local a

nd n

atio

nal m

edia

w

here

the law

allo

ws u

s t

o d

o s

o a

nd p

eriodic

ally

run t

arg

ete

d a

nti-f

raud c

am

paig

ns w

ithin

the b

oro

ugh t

o r

ais

e f

raud a

ware

ness.

Any s

uspic

ion o

f fr

aud s

hould

be r

efe

rred t

o C

AF

T u

sin

g t

he a

ppro

priate

refe

rral fo

rms found o

n t

he intr

anet

and w

ebsite.

Pu

blic

re

ferr

als

ca

n

be

m

ad

e

via

th

e

we

bsite

w

ww

.harr

ow

.go

v.u

k/f

rau

dfo

rmo

r b

y

e-m

aili

ng

in

form

atio

n

thro

ug

h

to

frau

d@

harr

ow

.go

v.u

k

Lo

nd

on

Bo

rou

gh

of

Ha

rro

wA

nti-F

rau

d P

olic

y

5F

- 1

6F

eb

rua

ry 2

01

0

542

6.0

P

RO

SE

CU

TIO

N A

ND

SA

NC

TIO

N P

OL

ICY

Where

evid

ence o

f fr

aud a

nd c

orr

uption is id

entified,

appro

priate

sanctions w

ill b

e s

ought

in lin

e w

ith t

he P

rosecution a

nd S

anctio

n P

olic

y.

Centr

al to

this

polic

y is t

he E

vid

ential and P

ublic

Inte

rest

Test

whic

h m

akes u

p T

he C

ode f

or

Cro

wn P

rosecuto

rs.

There

are

altern

ative c

ase d

isposals

options a

vaila

ble

to t

he C

AF

T a

t th

e e

nd o

f an investigation w

here

fra

ud is p

roven a

sid

e f

rom

pro

secution.

These a

re c

autions (

availa

ble

to a

ll ty

pes o

f fr

aud)

and a

dm

inis

trative p

enaltie

s (

benefit

fraud c

ases o

nly

).

All

cases o

f pro

ven f

raud r

ecom

mended f

or

sanction a

re s

ubje

cte

d t

o t

he e

vid

ential and p

ublic

inte

rest

test

by m

anagem

ent

so t

hat

there

is c

onsis

tency,

cost

effectiveness a

nd t

o e

nsure

that

the p

rocess is r

obust

and t

ranspare

nt.

The u

ltim

ate

decis

ion o

n p

rosecution is t

aken b

y t

he p

rosecuting b

ody.

In H

arr

ow

’s c

ase t

his

maybe L

egal S

erv

ices,

Pro

secution D

ivis

ion

(DW

P)

or

the C

row

n P

rosecution S

erv

ice.

See C

AF

T P

rosecution a

nd S

anction P

olic

y f

or

more

deta

ils.

7.0

R

EP

OR

TIN

G A

ND

PU

BL

ICIT

Y

Incid

ents

of

fraud a

nd c

orr

uption a

re r

eport

ed t

hro

ugh t

he f

ollo

win

g m

echanis

ms:

G

overn

an

ce,

Au

dit

& R

isk M

an

ag

em

en

t C

om

mit

tee

(G

AR

M)

The G

overn

ance,

Audit &

Ris

k M

anagem

ent

Com

mitte

e c

onsid

ers

the c

ircum

sta

nces o

f all

sig

nific

ant

irre

gula

rities,

and c

an r

eport

on,

and m

ake r

ecom

mendations t

o,

the C

abin

et

or

oth

er

appro

priate

body.

Accord

ingly

, th

e D

ivis

ional

Directo

r, A

udit a

nd R

isk,

repo

rts

indiv

idual

cases o

n a

six

-month

ly b

asis

, w

ith

an

ann

ua

l re

po

rt s

um

ma

risin

g v

olu

me

s a

nd

valu

es a

nd i

dentify

ing t

rends.

Sim

ilarly t

he

C

orp

ora

te C

ounte

r F

raud M

anag

er

will

sub

mit r

egula

r re

port

s t

o t

he C

om

mitte

e o

n t

he a

ctivitie

s o

f th

e C

AF

T.

A

ud

it C

om

mis

sio

nT

he A

uth

ori

ty r

eport

s a

nnually

to

the A

udit C

om

mis

sio

n o

n i

dentified c

ases o

f fr

aud a

nd c

orr

uption a

nd i

ndiv

idually

in c

ases a

s a

nd

w

hen o

verp

aym

ents

/losses a

re in e

xcess o

f £10,0

00 in t

he f

orm

of

an A

F70 r

etu

rn.

D

ep

art

men

t fo

r W

ork

an

d P

en

sio

ns (

DW

P)

CA

FT

re

port

H

ousin

g/C

ouncil

Tax

Benefit

fraud

activity

on

a

quart

erly

basis

to

th

e

DW

P.

T

he

data

in

clu

des

overp

aym

ents

, in

vestigation r

esourc

es,

fraud r

efe

rrals

, in

vestigations c

onducte

d a

nd s

anction o

utc

om

es.

Lo

nd

on

Bo

rou

gh

of

Ha

rro

wA

nti-F

rau

d P

olic

y

5F

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546


London Borough of Harrow July 2007 Protocol – Confidentiality of Part II Reports 5G - 1

G. CONFIDENTIALITY OF PART II REPORTS

Introduction

1. There is provision at Rule 12 of the Access to Information Procedure Rules of the Constitution as follows:

“Excluding Public Access to Reports

The public may be denied access to reports if the Chief Officer responsible for drafting the report believes that the report relates to matters, which, in accordance with Rule 11, will not be considered in a public meeting. Such reports will be marked “Not for publication” together with the category of information likely to be disclosed”.

2. Rule 11 relates to the exclusion of access by the public to meetings of the Authority and provides definitions of “Confidential” information which is not subject to public disclosure and the categories of “Exempt” information which may be excluded from public meetings, subject to the relevant conditions.

3. All agenda, reports, other documents, information, discussion and proceedings of meetings where marked or regarded as confidential or exempt shall be treated as such unless and until they become public in the ordinary course of the Council’s business.

Member Observance of Confidentiality

4. The Code of Conduct for Councillors addresses the requirements for Members to observe the confidentiality of information, which has not been made public. Imparting such information to others is a breach of trust.

5. Observance requires that a Member shall not impart to any person, other than to another Member or to an officer of the Council, any information, either in writing or verbally, which reveals the contents of any document or other communication marked confidential and given in confidence, unless and until that information has become public in the ordinary course of the Council’s business.

Officer Responsibilities

6. It is recognised that officers should consult with Trade Unions only on those exempt or confidential reports which affect Trade Union members and on which the Trade Union may be able to add information, but only first having had regard to the degree of confidentiality and the possible consequence to the Council of unauthorised release.

547


7. When reporting a confidential matter the officer responsible for the preparation of the report shall, in consultation with the Chair and nominated members of the appropriate body, consider whether:

(a) a caution should be added to the papers in addition to the words “Private and Confidential” (that is “Not for publication”);

(b) to limit the distribution of copies of a confidential report to the Members of that particular Committee: (in such a case the covering agenda will indicate the existence of the report and other Members can obtain a copy by personal application to the appropriate Director);

(c) the number of officers receiving a copy should be strictly limited;

(d) the report should be separately printed and distributed and copies separately numbered;

(e) Members and officers should be asked to return reports after the meeting;

(f) the papers should be sent to any “Advisers” (this restriction would not apply to voting co-opted members of the Overview & Scrutiny Committee who are entitled to receive all papers relating to education matters);

(g) when drafting a report, if it might aid security for any confidential information to be omitted from the report and separately printed and circulated or, for example where only a sum of money is confidential, to report orally to the meeting.

Rights of Co-optees and Advisers

8. Further to paragraph 7(f) above:

(a) Co-opted members of Committees, Sub Committees, Panels, etc., are treated as full Members and as such are afforded the same rights of access to reports and information as other Members;

(b) Advisers should, as a matter of course, be permitted to see all reports in Part II of the agenda of meetings to which they are appointed and to take part in the debate on such items

UNLESS, in the opinion of the relevant Director, the report reveals information, which should not be revealed to a non-Councillor on the grounds that the release of the information could significantly, prejudice the interests of the Council;

(c) all members of Consultative Forums may see all the papers for those Forums and UNISON shall be provided with confidential reports for those Forums and other bodies, where their representatives serve as advisers, subject to paragraph 6 above.

548


Challenges Available to Members

9. If any Member considers that information described as confidential or exempt should not be so described then:

(a) if the information is a report or other papers presented to a Committee, Sub Committee, Panel, etc. and that body agreed that the information should be exempt, it can be asked to reconsider its decision;

(b) if the information is included in a document prepared by an officer and not yet considered by a Committee, Sub Committee, Panel, etc., then that officer may be asked to reconsider: if the officer does not agree then the issue may be referred to the appropriate body for decision;

(c) whenever appropriate in timescale terms, the Cabinet may act for executive reports as the appropriate body for the purposes of (a) and (b) above and the Overview and Scrutiny Committee in all other cases.

Breaches of the Protocol

10. Any breach of this Protocol shall be reported to and considered by the Cabinet in relation to reports/issues falling within the Executive’s remit and otherwise reported to and considered by the appropriate body and, as appropriate, those bodies shall consider whether or not any action is necessary to protect the interests of the Council.

NOTE: If a breach of this Protocol results in an alleged breach of the Code of Conduct this should be referred to the Monitoring Officer or the Standards Board for investigation.

549

550


London Borough of Harrow November 2006 Protocol – Co-optees and Advisers 5H- 1

H. PROTOCOL ON CO-OPTEES AND ADVISERS

CODE OF CONDUCT, CONFIDENTIALITYAND ACCESS TO INFORMATION

1. Appointment

1.1 The Council may appoint non-voting co-opted members to its Committees;

1.2 The Council is required to appoint some voting co-opted members to its Standards Committee;

1.3 Committees may appoint non-voting co-opted members to their sub committees or panels;

1.4 The Overview and scrutiny Committee is required to appoint voting co-opted members;

1.5 Any Committee, sub committee or panel may appoint advisers to assist in their work.

2. Co-optees and Advisers

2.1 Co-opted members are appointed by the parent body to a subsidiary body. Any conditions on the exercise of any rights are determined by the parent body. Any changes to an appointment can only be made by the parent body.

2.2 Advisers are appointed by the body concerned. Advisers can be made subject to any restrictions that the body concerned think reasonable.

3. Rights of Co-opted Members and Advisers

3.1 Co-optees

The basic rule is that co-opted members have such rights as agreed by the parent body making the appointment.

BUT: In the case of certain appointments required by statute (e.g. co-opted members of the Standards Committee) they must be afforded all the rights required by statute.

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3.2 Advisers

Have such rights as agreed when the body concerned makes the appointment.

3.3 Rights

Unless otherwise determined by the parent body or subsidiary body (subject to statute) all co-opted members and advisers will be afforded the right to

! receive all agenda papers including “Part II” of confidential papers

! be notified of all meetings

! attend all meetings

! contribute to the consideration of all items

3.4 Exception

The position set out in (iii) above is subject to a restriction where, if a Chief officer, believes information is so confidential that it could significantly prejudice the interests of the council, then that information may not be distributed to a co-opted member or adviser (again subject the statutory rights of certain co-optees).

4. Obligations of Co-optees and Advisers

All co-optees and advisers will have the following obligations:

! Not to disclose confidential or exempt information as defined in the Access to Information Procedure Rules;

! Not to commit a breach of trust by imparting information yet to be made public to others (see Note *);

! To declare all personal and prejudicial interests as defined in the Members’ Code of Conduct and to exclude themselves from the room whenever a matter in which they have a prejudicial interest is being considered

Additionally:

! Co-optees are required to complete an entry into the Register of Interests.

5. Acceptance of this Protocol and the Members’ Code

All co-optees and advisers will be required to sign as having understood and accepted both this Protocol and the Members’ Code of Conduct.

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6. Breaches of the Protocol

The Monitoring Officer may, if appropriate:

(i) refer co-optees alleged to be in breach of the Protocol to the Standards Board for England;

(ii) consider referring advisers alleged to be in breach of the Protocol to a Standards Committee meeting.

7. Record of Appointments

A record shall be kept by the Monitoring Officer of the co-optees and advisers appointed each Municipal Year together with information denoting any particular associated rights or obligations.

*(Note: The duty of trust is equivalent to the elected Member observance of confidentiality set out in paragraphs 4 and 5 respectively in the Code of Confidentiality of Part II Reports (Section 5G of the Constitution), which in summary are:

(a) Members must observe the confidentiality of information, which has not been made public: imparting such information is a breach of trust:

(b) Members shall not impart to any person (other than another member or an officer) in writing or verbally any information of a confidential nature, unless and until that information has become public in the course of the Council’s business.)

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London Borough of Harrow February 2010 Members’ Access to Information

5I - 1

I. MEMBERS’ RIGHTS TO ACCESS INFORMATION

GUIDANCE AND PROTOCOL

INTRODUCTION

1. Members have a right to see the majority of information which the Council holds so they can carry out their duties as Councillors. This can range from information about services to information about their constituents. The general rule is that information should be supplied if requested. However, there is certain information, particularly that held about individuals, where access may be restricted.

2. This document sets out general guidance on the circumstances in which members may gain access to information owned by the Council. A protocol is provided for members and officers to follow in relation to requests for confidential information. If further advice regarding a particular situation is required this can be obtained from the Director of Legal and Governance Services Department or his staff.

RIGHTS TO ACCESS MATERIAL

3. Members have a right to see documents, or parts of documents, where this is reasonably necessary to enable them to perform their duties as a Councillor or their role within the Council. This is commonly referred to as the ‘need to know’ principle. This covers cases where a councillor seeks to see information which relates to a committee of which he/she is a member.

4. This does not amount to an automatic right to see documents. The basis of this rule is that the member needs the information to carry out his duties. If the member was seeking to see documents for improper purposes, this would not be covered.

5. In addition to the general right, any member has a statutory right to see documents which contain information relating to:

a. business transacted at meetings of the Executive (including panels and forums), the Council and its Committees,

b. any decision taken by a portfolio holder in accordance with the Council’s constitution and

c. any key decision made by the Officer.

6. Some categories of information are exempt from this provision, including that related to individuals. The list of exemptions is set out at Appendix 1. The practice in the Council is that members can generally see such information. However, there will be some circumstances where this is not the case, for example, where it affects the member’s personal affairs. All information disclosed is treated as confidential for the purpose of the members’ Code of Conduct.

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5I - 2

7. If the Council is minded not to disclose exempt information, it will consider whether, in all the circumstances of the case, the public interest in disclosing the information outweighs the public interest in maintaining the exemption. If so, the information will be disclosed.

OVERVIEW AND SCRUTINY COMMITTEE

8. In addition to the above rights, members of the Overview and Scrutiny Committee can obtain exempt information as set out in Appendix 1 or confidential information (see paragraph 9 below) but only if it is relevant to an action or decision that the Committee is reviewing or scrutinising; or which is relevant to any review contained in any work programme of the committee. These members will also be entitled to copies of any document which is in the possession or control of the Executive, Executive (Cabinet) Committee, a Portfolio Holder, Advisory Panel or Consultative Forum and which contains material relating to:

a. any business transacted at a meeting of the Executive, Executive (Cabinet) Committee, Advisory Panel or Consultative Forum; or

b. any decision taken by an individual member of the Executive

9. Confidential information is defined as:

a. Information provided to the local authority by a government department which has forbidden the disclosure of the information to the public; or

b. Information which cannot be disclosed to the public by a law or court order

FREEDOM OF INFORMATION ACT 2000 (FOIA)

10. Members have the same rights as any other member of the public to request information under the FOIA. Any such request should be dealt with under the Council’s procedure for FOI requests.

11. It should be noted that a political group is not part of the Council and therefore the Freedom of Information Act does not apply to it.

DATA PROTECTION ACT

12. The provisions of the Data Protection Act will apply to any personal information relating to individuals. The position differs according to the capacity in which the member is acting.

Member acting on behalf of local residents 13. A local authority does not generally have to get the consent of an individual to disclose

their personal information to an elected member as long as:

a. The elected member represents the ward in which the individual lives;

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5I - 3

b. The elected member makes it clear that they are representing the individual in any request for their personal information to the local authority; and

c. The information is necessary to respond to the individual’s complaint

14. In these circumstances, a member will be required to sign a form confirming this. A copy of the form is attached at Appendix 2.

Member acting as a member of the council 15. Personal information can be disclosed on a ‘need to know’ basis. An elected member

is in the same position as an employee when acting in this capacity.

Disclosure to members for political purposes 16. This is generally not permitted except where the local authority is required to publish

information, or where information is aggregated and does not identify any living individuals, so long as the data cannot be linked to specific individuals.

Sensitive information 17. Certain information is classified as sensitive under the Data Protection Act including

information about racial or ethnic origins, political opinions and religious beliefs. Normally, consent from the individual or another condition specified under the Act is required. However, disclosure of such information to a member is allowed where he or she has been asked by the individual to take action on their behalf and the information is necessary in order for them to assist.

CARE PROCEEDINGS

18. The Family Proceedings Court Rules 1991 lay down strict rules in respect of information relating to family proceedings. Information can only be disclosed with leave of the court. This is not restricted to documents filed with the court but covers any information relating to these proceedings. Members cannot see any such information in any circumstances, even where he or she is representing a constituent.

CODE OF CONDUCT

19. Members should bear in mind the provisions of the Code of Conduct where they hold Council information. This restricts the circumstances in which they can disclose confidential and exempt information.

PROTOCOL FOR REQUESTING INFORMATION

20. If a member requests information and the officer concerned has no doubts that it can be disclosed, the information should be provided. However, where the officer has doubts that the information should be disclosed, the steps below should be followed.

21. Members should be asked to make a written request to the appropriate Director for the information to be provided. The request must state the purposes for which the information is required, having regard to the above guidance.

22. Where personal information is requested, the Member should complete the form attached at Appendix 2.

23. The Director should consider whether the information should be provided in accordance with the guidance above.

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5I - 4

24. The Director should reply to the member within 5 working days and should either:

a. Provide the information, b. Refuse to grant the request, stating reasons in writing, or c. Give a timescale for providing the information which should be as soon as

possible but not longer than 20 working days after the date of the request

25. Where the request is not granted and the member is not satisfied with the reasons provided, the member may seek advice from the Director of Legal and Governance Services on whether the refusal is justified. If the Director of Legal and Governance Services decides that the information should be provided, then the Director who has refused the information must provide it to the member within a further 5 working days of that decision.

26. Where the Director of Legal and Governance Services decides that the information should not be provided, the request may be referred to the Chair of the Standards Committee for resolution.

27. Where the request is granted, the member may be allowed to inspect the relevant information, or to take away copies, depending on the information. Where copies are taken off site, the Director may specify steps which the member must take to keep the information secure, for example, keeping documents in a lockable cabinet.

28. The member must not use information for any other reason than that specified in the request and, where it is confidential or exempt, must keep it confidential in accordance with the code of conduct.

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5I - 5

Appendix 1

Exempt information

1) Information relating to any individual. 2) Information which is likely to reveal the identity of an individual. 3) Information relating to the financial or business affairs of any particular person

(including the authority holding that information). 4) Information relating to any consultations or negotiations, or contemplated

consultations or negotiations, in connection with any labour relations matter arising between the authority or a Minister of the Crown and employees of, or office holders under, the authority.

5) Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.

6) Information which reveals that the authority proposes: a) to give under any enactment a notice under or by virtue or which requirements

are imposed on a person; or b) to make an order or direction under any enactment.

7) Information relating to any action taken or to be taken in connection with the prevention, investigation or prosecution of crime.

The following categories apply to meetings of the standards committee or sub-committee in connection with the investigation and consideration of an allegation of a breach of the Code of Conduct for Councillors:

7A) Information which is subject to any obligation of confidentiality

7B) Information which relates in any way to matters concerning national security

7C) The deliberations of a standards committee or of a sub-committee of a standards committee in reaching any finding on a matter relating to the conduct of a Councillor or Co-opted member.

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5I - 6

Appendix 2

REQUEST FOR INFORMATION RELATING TO AN INDIVIDUAL

This form is to be completed by a Councillor requesting information regarding an individual.

Name of person about whom information is requested (please print)

……………………………………………..

Type of Information requested (please be as specific as possible)

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

I confirm that:

a) The person named above has asked me to represent him/her;

b) I represent the ward in which the person named above lives; and

c) The information requested is necessary to respond to the individual’s complaint

Signed: ………………………………………………………..

Print name: ………………………………………………………..

Date: ……………………………….

560

J. PROTOCOL ON GIFTS AND HOSPITALITY

1. Introduction

1.1 This Protocol is intended to provide guidance on acceptance of gifts and hospitality to all Members of the Council.

1.2 In this Protocol, “Member” includes the Mayor, all elected Members of the Council and all non-elected members (Co-opted members) of any Committee including the Standards and Overview and Scrutiny Committee (or any Sub-committees).

1.3 The Code of Conduct requires that you register in your Register of Interests, any gifts or hospitality with an estimated valued of at least £25.00 which are received and accepted by you in the conduct of the business of the Council, the business of the office to which you have been elected or appointed or when you are acting as a reprehensive of the Council.

1.4 You must register the source and nature of the gift or hospitality received.

1.5 This must be registered as soon as possible after acceptance and, in any event, within 28 days of receipt.

1.6 An accumulation of small gifts you receive from the same source over a short period that add up to £25 or more must be registered.

1.7 You may have to estimate how much a gift or hospitality is worth. Although the registration requirement in the Code is limited to gifts or hospitality worth at least £25, you are encouraged to register any significant gift or hospitality you receive below this value.

1.8 If in doubt as to the value of a gift or hospitality, you should register it, as a matter of good practice.

1.9 There is no requirement to register gifts or hospitality offered but declined. However, as a matter of good practice, it would be advisable to inform the Monitoring Officer, particularly if they were of value.

1.10 The information contained in this Protocol supplements the Council’s Code of Conduct for Councillors and sets out the principles which Members should apply whenever they have to decide whether it would be proper to accept any gift or hospitality.

2. General Caution

2.1 As a Member you must act in the public interest and must not be swayed in the discharge of your duties by any inducement or reward. Your personal reputation and that of the Council can be seriously jeopardised by the inappropriate acceptance by you of a gift or hospitality.

London Borough of Harrow February 2010 Gifts and Hospitality – Members’ Protocol

5J - 1 561

2.2 You should treat with extreme caution any offer or gift or hospitality that is made to you personally and consider carefully all the circumstances surrounding the offer.

2.3 The scale, amount of the offer and the potential frequency and sources are all relevant factors. You should be sensitive to the timing of the offer in relation for example to decisions which the Council may be taking, affecting those making the offer.

2.4 You should ask yourself, “would I have been given this if I was not a member appointed to the Council”. If you are in doubt as to the motive behind a gift or hospitality, you should register it and speak to the Monitoring Officer.

2.5 The acceptance of gifts and hospitality is not always unlawful or inappropriate. The decision for you in every case is whether or not it is appropriate to accept any gift or hospitality that might be offered to you, having regard to how it might be perceived by an ordinary member of the public.

2.6 There is a delicate balance between acceptance or refusal of hospitality or tokens of goodwill on certain occasions. To refuse may cause misunderstanding or offence. However, to accept may give rise to questions of impropriety or conflict of interest, which are likely to be of more significance to you when making your decision. When returning a gift be careful not to cause any offence or harm future relations.

2.7 No hard and fast rules can be laid down to cover every circumstance as to what is appropriate or inappropriate. This guidance is intended to enable you to make your own decision.

3. Personal and Prejudicial Interest

3.1 Like other interests in your Register of Interests, you automatically have a personal interest in a matter under consideration if it is likely to affect the person/organisation who gave you a gift or hospitality that is registered.

3.2 You must disclose the interest at a meeting of the Council or one of its bodies at which business is considered to which the interest relates. (i.e. business relating to the interests of the person or body giving the gift or hospitality).

3.3 You will also then have to decide whether that interest is also a prejudicial interest. In all cases you should ask yourself “would a member of the public, knowing the facts, reasonably think that I might have been influenced by the gift or hospitality received.” If the interest is prejudicial, you must declare that you have a prejudicial interest and comply with the rules on prejudicial interest.

3.4 You must continue to disclose the existence and nature of the gift or hospitality at relevant Council meetings for 3 years from the date you first registered the gift or hospitality. Once three years have passed since you first registered the gift or hospitality, your obligation to disclose that interest to any relevant meeting will cease.


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4. Appropriate Gifts and Hospitality – THE DO’S

4.1 It is acceptable to receive gifts and hospitality from family and friends (as birthday or other festive presents) that are not related to your position as a member. You should, however, question any such gifts or hospitality offered from an unusual source.

4.2 You may accept gifts or hospitality provided to you by the Council and accept on the Council’s behalf those gifts that are given formally to the Council and which are retained by the Council and not by you personally.

4.3 Other circumstances where you may accept gifts and hospitality in the normal course of your duties:

Civic hospitality provided by another public authority.

Modest refreshment in connection with any meeting in the course of your work as a Councillor (e.g. tea, coffee and other normal beverages and refreshments).

Tickets for sporting, cultural and entertainment events which are sponsored or promoted by the Council or bodies to which you have been appointed by the Council.

Small low value gifts such as pens, mouse pads, calendars, diaries, branded with the name of a company or organisation, flowers or other mementos and tokens. However you should take care not to display branded items when this may be taken as an indication of favour to a particular supplier or contractor.

Drinks or other modest refreshment in the normal course of socialising arising consequentially from Council business (e.g. inclusion in a round of drinks after a meeting).

Modest meals provided as a matter of courtesy in the office or meeting place of a person with whom the Council has a business connection.

Modest souvenirs and gifts from other public bodies intended as personal gifts (e.g. arising from twin-town and other civic events).

5. Principles to Apply in Relation to Gifts and Hospitality – THE DON’TS

5.1 In deciding whether it is appropriate to accept any gifts or hospitality you must apply the following principles:

Do not accept a gift or hospitality as an inducement or reward for anything you do as a member of the Council. If you have any suspicion that the motive behind the gift or hospitality is an inducement or reward to you then you should decline it. (‘Reward’ includes remuneration, reimbursement and fee)

Do not accept a gift or hospitality of significant value or whose value is excessive in the circumstances.


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Do not accept a gift or hospitality if acceptance might be open to misinterpretation. Such circumstances will include gifts and hospitality:

From parties involved with the Council in a competitive tendering or other procurement process.

From applicants for planning permission and other applications for licences, consents and approvals in which the Council has an involvement.

From applicants for grants, including voluntary bodies and other organisations applying for public funding from the Council.

From applicants for benefits, claims and dispensations.

From parties in legal proceedings with the Council.

Do not accept a gift or hospitality if you believe that it will put you under any obligation to the provider as a consequence.

Do not solicit any gift or hospitality and avoid giving any perception of so doing.

Cash or monetary gifts should always be refused without exception and their refusal notified to the Monitoring Officer.

6. Gifts Received and Donated to the Mayor’s Charities

6.1 Sometimes the refusal of a small gift may cause offence or it may be impractical to return them. If the provider is not seeking business with or a decision from the Council, in such circumstances Members should pass them to the Mayor’s Secretary for use in relation to the Mayor’s Charities e.g. as a prize in a fundraising raffle.

6.2 Members who do this should indicate this intention to the provider. If the gift is worth £25.00 or more this will still need to be registered on the Register of Interests and made clear that it has been donated to the Mayor’s Charities.

7. Gifts to the Mayor

7.1 There are no special rules for those who serve as Mayor. Gifts that are made to the authority, eg a commemorative goblet which is kept on display in the authority’s offices, do not need to be registered in the member’s Register of Gifts and Hospitality. However, such gifts ought to be recorded by the authority for audit purposes.

7.2 Although the Mayor may attend many social functions, they are not exempt from the requirement to register hospitality. Where the hospitality is extended to the office holder for the time being rather than the individual the Standards Board takes the view that there is no requirement under the Code to register the hospitality. The question a member needs to ask is “would I have


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received this hospitality even if I were not the Mayor”. If the answer is yes, then the hospitality must be registered.

8. Reporting of Inappropriate Gifts and Hospitality offered

8.1 You must immediately report to the Monitoring Officer any circumstances where an inappropriate gift or hospitality has been offered to you. You may thereafter be required to assist the Police in providing evidence.

8..2 It is a criminal offence for you to accept any gift, loan, fee, reward or advantage as an inducement to or reward for doing or forbearing to do anything in respect of any matter or transaction in which the Council is concerned. Corrupt acceptance of a gift or hospitality can lead to a heavy fine or up to seven year’s imprisonment.

8.3 Acceptance of a gift or hospitality in breach of the Code of Conduct or failure to declare the receipt can lead to disqualification from holding any public office for a period of up to five years.

9. Meaning of Gifts and Hospitality

9.1 The terms ‘gifts’ and ‘hospitality’ have wide meanings and no conclusive definition is possible. However they may include:

the free gift of any goods or services;

the opportunity to acquire any goods or services at a discount or at terms not available to the general public;

the opportunity to obtain goods or services not available to the general public;

the offer of food, drink, accommodation or entertainment or the opportunity to attend any cultural or sporting event;

common gifts include pens, diaries, calendars and other business stationery, articles of clothing, books, flowers and bouquets;

hospitality from private companies eg. free drinks, tickets to shows or hotel accommodation to persons with whom they do business or hope to in the future.

10. Breaches of this Protocol

10.1 Allegations of any failure to meet the guidance must be made in writing to the Monitoring Officer who may refer it to the Standards Committee.


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London Borough of Harrow February 2010 Code of Corporate Governance

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K. CODE ON CORPORATE GOVERNANCE

1. Introduction

Corporate Governance is the system and processes, culture and values by which local authorities are directed and controlled and through which they account to, engage with and, where appropriate lead their communities. Governance is about how local government bodies ensure that they are doing the right things, in the right way, for the right people in a timely, inclusive, open, honest and accountable manner.

Harrow Council recognises the need for sound corporate governance arrangements and has put in place policies, systems and procedures designed to achieve this (the Governance Framework).

This code is based on the guidance issued by the Chartered Institute of Public Finance and Accountancy (CIPFA) and the Society of Local Authority Chief Executives (SOLACE) in their publication ‘Delivering Good Governance in Local Government’ and outlines the Council’s approach to Corporate Governance and demonstrates our commitment to uphold the highest standards of integrity, openness and accountability.

The Council’s vision is “to be recognised as one of the best London Councils by 2012, in a borough that is cosmopolitan, confident and cohesive”. The key to achieving this vision rests with members, staff, and partners working together to the same high standards of conduct to enable the local community to have confidence in the way in which we work.

2. Principles

CIPFA and SOLACE have identified six core principles in delivering good governance. We fully embrace and support these principles of good corporate governance and will ensure that they underpin the delivery of our services to the public in the following ways:

2.1 Focusing on the purpose of the authority and on outcomes for the community and creating and implementing a vision for the local area

Harrow Council will:

Develop and promote the authority’s purpose and vision

Review on a regular basis the authority’s vision for the local area and its impact on the authority’s governance arrangements

Ensure that partnerships are underpinned by a common vision of their work that is understood and agreed by all parties

Publish an annual report on a timely basis to communicate the authority’s activities and achievements, its financial position and performance

Decide how the quality of service for users is to be measured and make sure that the information needed to review service quality effectively and regularly is available

Put in place effective arrangements to identify and deal with failure in service delivery

Decide how value for money is to be measured and make sure that the authority or partnership has the information needed to review value for money and performance effectively.

Measure the environmental impact of policies, plans and decisions.

2.2 Members and Officers working together to achieve a common purpose with clearly defined functions and roles

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Set out a clear statement of the respective roles and responsibilities of the executive and of the executive’s members individually and the authority’s approach towards putting this into practice

Set out a clear statement of the respective roles and responsibilities of other authority members, members generally and of senior officers

Determine a scheme of delegation and reserve powers within the constitution, including a formal schedule of those matters specifically reserved for collective decision of the authority, taking account of relevant legislation, and ensure that it is monitored and updated when required

Make the chief executive responsible and accountable to the authority for all aspects of operational management

Develop protocols to ensure that the leader and chief executive negotiate their respective roles early in the relationship and that a shared understanding of roles and objectives is maintained

Make the Section 151 Officer responsible to the authority for ensuring that appropriate advice is given on all financial matters, for keeping proper financial records and accounts, and for maintaining an effective system of internal financial control

Make the Monitoring Officer responsible to the authority for ensuring that agreed procedures are followed and that all applicable statutes, regulations are complied with

Develop protocols to ensure effective communication between members and officers in their respective roles

Set out the terms and conditions for remuneration of members and officers and an effective structure for managing the process.

Ensure that effective mechanisms exist to monitor service delivery and that these are clearly described within the Performance Management Framework

Ensure that the organisation’s vision, strategic plans, priorities and targets are developed through robust mechanisms, and in consultation with the local community and other key stakeholders, and that they are clearly articulated and disseminated

When working in partnership ensure that members are clear about their roles and responsibilities both individually and collectively in relation to the partnership and to the authority

When working in partnership: - ensure that there is clarity about the legal status of the partnership - ensure that representatives or organisations both understand and make clear to all other partners the extent of their authority to bind their organisation to partner decisions - ensure that outcomes are managed through a performance management framework

2.3 Promoting values for the authority and demonstrating the values of good governance through upholding high standards of conduct and behaviour


Ensure that the authority’s leadership sets a tone for the organisation by creating a climate of openness, support and respect

Ensure that standards of conduct and personal behaviour expected of members and staff, of work between members and staff and between the authority, its partners and the community are defined and communicated through codes of conduct and protocols

Put in place arrangements to ensure that members and employees of the authority are not influenced by prejudice, bias or conflicts of interest in dealing with different stakeholders and put in place appropriate processes to ensure that they continue to operate in practice

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Develop and maintain shared values including leadership values both for the organisation and staff reflecting public expectations and communicate these with members, staff, the community and partners

Put in place arrangements to ensure that procedures and operations are designed in conformity with appropriate ethical standards, and monitor their continuing effectiveness in practice

Develop and maintain an effective standards committee

Use the organisations’ shared values to act as a guide for decision making and as a basis for developing positive and trusting relationships within the authority

In pursuing the vision of a partnership, agree a set of values against which decision making and actions can be judged. Such values must be demonstrated by partners’ behaviour both individually and collectively.

2.4 Taking informed and transparent decisions which are subject to effective scrutiny and managing risk


Develop and maintain an effective scrutiny function which encourages constructive challenge and enhances the organisation’s performance overall and of any organisation for which we are responsible, and partnerships in which we are involved

Develop and maintain open and effective mechanisms for documenting evidence for decisions and recording the criteria, rationale and considerations on which decisions are based

Put in place arrangements to safeguard members and employees against conflicts of interest and put in place appropriate processes to ensure that they continue to operate in practice

Develop and maintain an effective audit committee (GARM) which is independent of the executive

Put in place effective transparent and accessible arrangements for dealing with complaints

Ensure that those making decisions whether for the authority or partnership are provided with information that is fit for the purpose – relevant, timely and gives clear explanations of technical issues and their implications

Ensure that professional advice on matters that have legal or financial implications is available and recorded well in advance of decision making and used appropriately

Ensure that risk management is embedded into the culture of the organisation , with members and managers at all levels recognising that risk management is part of their job

Ensure that arrangements are in place for whistle blowing to which staff and all those contracting with the authority have access

Actively recognise the limits of lawful activity placed on us by, for example the ultra vires doctrine, but also strive to utilise powers to the full benefit of our communities

Recognise the limits of lawful action and observe both the specific requirements of legislation and the general responsibilities placed on local authorities by public law

Observe all specific legislative requirements placed upon us, as well as the requirements of general law, and in particular to integrate the key principles of good administrative law – rationality, legality and natural justice into our procedures and decision making processes

2.5 Developing the capacity and capability of members and officers to be effective


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Provide induction programmes tailored to individual needs and opportunities for members and officers to update their knowledge on a regular basis

Ensure that the statutory officers have the skills, resources and support necessary to perform effectively in their roles and that these roles are properly understood throughout the organisation

Assess the skills required by members and officers and make a commitment to develop those skills to enable roles to be carried out effectively

Develop skills on a continuing basis to improve performance including the ability to scrutinise and challenge and to recognise when outside expert advice is needed

Ensure that effective arrangements are in place for reviewing the performance of the authority as a whole and of individual members and agreeing an action plan which might for example aim to address any training or development needs

Ensure that effective arrangements designed to encourage individuals from all sections of the community to engage with, contribute to and participate in the work of the authority

Ensure that career structures are in place for members and officers to encourage participation and development

2.6 Engaging with local people and other stakeholders to ensure robust public accountability


Make clear to ourselves, all staff and the community, to whom we are accountable and for what

Consider those institutional stakeholders to whom they are accountable and assess the effectiveness of the relationships and any changes required

Produce an annual report on scrutiny function activity

Ensure that clear channels of communication are in place with all sections of the community and other stakeholders including monitoring arrangements to ensure that they operate effectively

Hold meetings in public unless there are good reasons for confidentiality

Ensure arrangements are in place to enable the authority to engage with all sections of the community effectively. These arrangements will recognise that different sections of the community have different priorities and establish explicit processes for dealing with these competing demands

Establish a clear policy on the types of issues we will meaningfully consult on or engage with the public and service users including a feedback mechanism for those consultees to demonstrate what has changed as a result

On an annual basis, publish a performance plan giving information on the authority’s vision, strategy, plans and financial statements as well as information about its outcomes, achievements and the satisfaction of service users in the previous period

Ensure that the authority as a whole is open and accessible to the community, service users and our staff and ensure that we have made a commitment to openness and transparency in all our dealings, including partnerships subject only to the need to preserve confidentiality in those specific circumstances where it is proper and appropriate to do so

Develop and maintain a clear policy on how staff and their representatives are consulted and involved in decision making

3. Annual Review and Reporting

Each year we (Harrow Council) will carry out a review of our Governance arrangements to ensure compliance with this Code, and the delivery of good governance within the local government

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framework and current good practice. The purpose of the review will be to provide assurance that governance arrangements are adequate and operating effectively and to identify action required to ensure effective governance in the future.

The outcome of the review will take the form of an Annual Governance Statement prepared on behalf of the Leader at the Council and Chief Executive. It will be submitted to the Governance, Audit and Risk Management (GARM) Committee for consideration and review with the annual accounts to meet the statutory requirement of the Accounts and Audit Regulations 2006. This requires findings of the review of the system of internal control to be considered by a committee of the relevant body, or by members of the body meeting as a whole.

We expect the principles set out in this code to be upheld by our members, staff and partners. We will ensure this happens through effective communication of the Code and a range of policies, systems and processes known collectively as the Governance Framework

We will review this code each year in July/August after the preparation of the Annual Governance Statement.

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London Borough of Harrow February 2010 Anti-Money Laundering Policy

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L. ANTI-MONEY LAUNDERING POLICY

Money laundering involves the “cleaning” of illegal proceeds in order to disguise their criminal origin. The proceeds of criminal activity, usually cash, are introduced into the financial system where they are laundered enabling them to leave the system appearing to come from a legitimate source.

The Council enters into thousands of transactions every day and could be subject to money laundering attempts when accepting payments by cash, cheque or credit/debit cards, for instance in relation to the purchase of a council house or payment of substantial bills.

All staff have a duty to report any suspicions to the Money Laundering Reporting Officer (currently Julie Alderson) or her deputy. There is a template for reports attached to this policy. The MLRO will then decide on the appropriate action to take.

Staff that regularly accept payments and the legal team will receive training on money laundering.

1.0 INTRODUCTION

1.1 There have recently been significant changes to the legislation concerning money laundering. On 15 December 2007 the new Money Laundering Regulations 2007 (the “Regulations”) were introduced (revoking the 2003 Regulations). It implemented the Third EU Money Laundering Directive in the UK, bringing us in line with all European Union countries and making it more difficult for criminals to obtain the proceeds of their crimes as well as preventing terrorist funding.

1.2 The Primary anti-money laundering offences are now embodied within the Proceeds of Crime Act 2002 (POCA) and the Terrorism Act 2000 (TACT).

1.3 The definition of money laundering has been broadened and there is now an increased range of activities caught by the statutory framework. As a result, the new obligations now impact on certain areas of local authority business and require them to establish internal procedures to prevent the use of their services for money laundering and plan the scope of customer due diligence (previously called ‘identification procedures’ in the 2003 Regulations). There is now a stronger emphasis on professional services to know their clients and monitor how their clients use their services.

1.4 In general terms money laundering involves the “cleaning” of illegal proceeds in order to disguise their criminal origin. The proceeds of criminal activity, usually cash, are introduced into the financial system where they are laundered enabling them to leave the system appearing to come from a legitimate source.

1.5 There are three stages to a money laundering process: -

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Placement: - the disposal of the cash proceeds derived from illegal activities in order to convert it into a non–cash asset. With the development of anti-money laundering (AML) processes within banks and financial institutions, it means that criminals are looking for other targets;

Layering: - the carrying out of a number of transactions with no purpose other than to create a structure of complex layers of financial transactions in order to conceal the source of funds; and

Integration: - returning the proceeds to the economy; now originating from a legitimate source.

1.6 Prior to February 2003 money laundering was limited to the laundering of the proceeds of indictable crimes, drugs and terrorism. POCA introduced a new set of money laundering offences in the UK which are applicable to all criminal property gained in any criminal conduct: -

Criminal Conduct is conduct which constitutes an offence in any part of the UK or would constitute an offence in any part of UK if it occurred there (Section 340 (2) of POCA)

Criminal Property is property which, represents a person’s benefit from criminal conduct, or it represents such a benefit (in whole or part and whether directly or indirectly) and the alleged offender knows or suspects that it constitutes or represents such a benefit.

1.7 These Regulations highlight the importance of ongoing monitoring and altering the level of customer due diligence depending upon the level of risk involved. The changes highlight the importance of monitoring and identifying the beneficial owner of a customer and if dealing with regulated firms which were once unregulated, clarifying their supervision arrangements.

2.0 SCOPE OF THE POLICY

2.1 This Policy applies to all employees of the Council and aims to maintain the high standards of conduct, which currently exist within the Council by preventing criminal activity through money laundering.

2.2 The Policy sets out the procedures, which must be followed (for example the reporting of suspicions of money laundering activity) to enable the Council to comply with its legal obligations.

2.3 Failure by a member of staff to comply with the procedures set out in this Policy may lead to disciplinary action being taken against them. Any disciplinary action will be dealt with in accordance with the Council's Disciplinary Policy and Procedure.

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3.0 WHAT IS MONEY LAUNDERING?

3.1 There are five main elements that constitute an offence:

Concealing - you commit this offence if you conceal, disguise, convert, or transfer criminal property or remove it from England, Wales, Scotland or Northern Ireland (Section 327 POCA).

Arrangements – you commit an offence if you enter into or become concerned in an arrangement which you know or suspect facilitates (by whatever means) the acquisition, retention, use or control of criminal property by or on behalf of another person Section 328 POCA).

Acquisition use and possession – you commit an offence if you acquire, use or have possession of criminal property (Section 329 POCA).

Failure to disclose - it is an offence not to report knowledge or suspicion of money laundering where you acquired such knowledge or suspicion in the course of your work (Section 330 POCA).

Tipping Off – Prejudicing an investigation being carried out by making a disclosure to the suspect or a third party being investigated is an offence (Section 333A POCA).

3.2 Potentially any member of staff could be caught by the money laundering provisions if they suspect money laundering and either become involved with it in some way and/or do nothing about it or act to tip off.

3.3 Whilst the risk to the Council of contravening the legislation is low, it is extremely important that all employees are familiar with their legal responsibilities: serious criminal sanctions may be imposed for breaches of the legislation.

4.0 WHAT ARE THE COUNCIL’S OBLIGATIONS?

4.1 Organisations conducting “relevant business” must:

Appoint a Money Laundering Reporting Officer (“MLRO”) to receive disclosures from employees of money laundering activity (their own or anyone else’s);

Implement a procedure to enable the reporting of suspicions of money laundering;

Maintain client due diligence procedures in certain circumstances; and

Maintain record keeping procedures.

4.2 Not all of the Council’s business is “relevant” for the purposes of the legislation: it is mainly the accountancy and audit services carried out by Financial Services and the financial, company and property transactions undertaken by Legal Services. However, the safest way to ensure compliance with the law is to apply them to all areas of work undertaken by the Council; therefore, all staff are required to comply

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with the reporting procedure set out in section 6 below.

4.3 The following sections of this Policy provide further detail about the requirements listed in paragraph 4.1.

5.0 THE MONEY LAUNDERING REPORTING OFFICER (MLRO)

5.1 The officer nominated to receive disclosures about money laundering activity within the Council is Julie Alderson, Interim Director of Finance. She can be contacted as follows:

Name: Julie AldersonAddress: Interim Director of Finance, Harrow Council First Floor, East Wing, Civic 6 Station Road Harrow Middlesex HA1 2UH Contact details: 0208 420 9269 Ext 5269: Email: [email protected]

5.2 In the absence of the MLRO, Jennifer Hydari, Divisional Director of Finance and Procurement, is authorised to deputise for her, and she can be contacted at the above address or on telephone number 0208 424 1393 (ext 2393) or email [email protected]

5.3 In the absence of both the MLRO and her deputy, you must contact your Head of Service for advice.

6.0 DISCLOSURE PROCEDURE

Reporting to the Money Laundering Reporting Officer

6.1 Where you know or suspect that money laundering activity is taking/has taken place, or become concerned that your involvement in a matter may amount to a prohibited act under the legislation, you must disclose this as soon as practicable to the MLRO or deputy. The disclosure should be within “hours” of the information coming to your attention, not weeks or months later.SHOULD YOU NOT DO SO, THEN YOU MAY BE LIABLE TO PROSECUTION.The only exception to this is where you suspect the MLRO or Deputy is involved and to make a disclosure to either of them would be tipping off. In these circumstances you must call the Serious Organised Crime Agency for advice.

6.2 Your disclosure should be made to the MLRO using the proforma report attached at Appendix 1. The report must include as much detail as possible, for example:

Full details of the people involved (including yourself, if relevant), e.g. name, date of birth, address, company names, directorships, phone numbers, etc;

Full details of the nature of their/your involvement:

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If you are concerned that your involvement in the transaction would amount to a prohibited act under the Money Laundering Legislation then your report must include all relevant details, as you will need consent from the Serious Organised Crime Agency (“SOCA”) which incorporated the National Criminal Intelligence Service (“NCIS”), via the MLRO, to take any further part in the transaction - this is the case even if the client gives instructions for the matter to proceed before such consent is given.

You should therefore make it clear in the report if such consent is required and clarify whether there are any deadlines for giving such consent e.g. a completion date or court deadline.

The types of money laundering activity involved if you are able to identify them from the categories in section 3.1 above.

The dates of such activities, including:

Whether the transactions have happened, are ongoing or are imminent; Where they took place; How they were undertaken; The (likely) amount of money/assets involved; Why, exactly, you are suspicious – SOCA will require full reasons;

Along with any other available information to enable the MLRO to make a sound judgment as to whether there are reasonable grounds for knowledge or suspicion of money laundering and to enable her to prepare her report to SOCA, where appropriate, you should also enclose copies of any relevant supporting documentation.

6.3 Once you have reported the matter to the MLRO you must follow any directions she may give you. You must NOT make any further enquiries into the matter yourself. Any necessary investigation will be undertaken by SOCA. Simply report your suspicions to the MLRO who will refer the matter on to SOCA if appropriate.All members of staff will be required to co-operate with the MLRO and the authorities during any subsequent money laundering investigation.

6.4 Similarly, at no time and under no circumstances should you voice any suspicions or raise suspicions by your actions to the person(s) whom you suspect of money laundering, even if SOCA has given consent to a particular transaction proceeding, without the specific consent of the MLRO otherwise you may commit a criminal offence of “tipping off” (see 3.1 above).

6.5 Do not, therefore, make any reference on a client file to a report having been made to the MLRO – should the client exercise their right to see the file, then such a note will obviously tip them off to the report having been made and may render you liable to prosecution. The MLRO will keep the appropriate records in a confidential manner.

Consideration of the disclosure by the Money Laundering Reporting Officer

6.6 Upon receipt of a disclosure report, the MLRO must note the date of receipt on her section of the report and acknowledge receipt of it. She should also advise you of the timescale within which she expects to respond to you. Usually this will be within 10 working days.

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6.7 The MLRO will consider the report and any other available internal information she thinks relevant e.g.:

Reviewing other transaction patterns and volumes;

The length of any business relationship involved;

The number of any one-off transactions and linked one-off transactions;

Any identification evidence held;

And undertake such other reasonable enquiries she thinks appropriate in order to ensure that all available information is taken into account in deciding whether a suspicious activity report (SAR) to SOCA is required (such enquiries being made in such a way as to avoid any appearance of tipping off those involved). The MLRO may also need to discuss the report with you.

6.8 The MLRO will have access to the Corporate Anti-Fraud Team and Internal Audit to conduct enquiries on her behalf. The MLRO will report all incidents to Internal Audit for inclusion in the register of Suspected Financial Irregularities.

6.9 Once the MLRO has evaluated the disclosure report and any other relevant information, she must make a timely determination as to whether:

There is actual or suspected money laundering taking place; or

There are reasonable grounds to know or suspect that is the case; and

Whether she needs to seek consent from SOCA for a particular transaction to proceed.

6.10 Where the MLRO does so conclude, then she must disclose the matter as soon as practicable to SOCA on their standard report form. Their preferred method of receiving SARs is electronically through the SARs online system at www.soca.go.uk. If this is not possible, then the MLRO may send it via email, using links approved by SOCA or by post or fax in the prescribed manner.

6.11 Where the MLRO suspects money laundering but has a reasonable excuse for non-disclosure, then she must note the report accordingly; she can then immediately give her consent for any ongoing or imminent transactions to proceed. In cases where legal professional privilege may apply, the MLRO must liaise with the legal adviser to decide whether there is a reasonable excuse for not reporting the matter to SOCA.

6.12 Although unlikely within a local government context, legal advisers who consider that legal professional privilege may apply should explain in the Report to the MLRO the reasons fully as to why they contend the information is privilege. In cases where legal professional privilege may apply, the MLRO must liaise with the legal adviser to decide whether the information is exempt from the requirement to report suspected money laundering to SOCA.

6.13 Where consent is required from SOCA for a transaction to proceed, then the transaction(s) in question must not be undertaken or completed until SOCA has specifically given consent, or there is deemed consent through the expiration of the relevant time limits without objection from SOCA.

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6.14 Where the MLRO concludes that there are no reasonable grounds to suspect money laundering then she shall mark the report accordingly and give her consent for any ongoing or imminent transaction(s) to proceed.

6.15 All disclosure reports referred to the MLRO and reports made by her to SOCA must be retained by the MLRO in a confidential file kept for that purpose, for a minimum of five years.

6.16 The MLRO commits a criminal offence if she knows or suspects, or has reasonable grounds to do so, through a disclosure being made to her, that another person is engaged in money laundering and she does not disclose this as soon as practicable to SOCA.

7.0 CUSTOMER DUE DILIGENCE (CDD)

7.1 Customer Due Diligence (CDD) is a procedure which is carried out when undertaking ‘regulated activities’ (this is the provision ‘by way of business’ of amongst other things certain legal services, accountancy, audit, and other financial services) which requires that extra care is taken to check the identity of the customer or client.

7.2 Where the Council is carrying out relevant business (accountancy, tax, audit and certain legal services) and:

a) Forms an ongoing business relationship with a client which is expected to have an element of duration; or

b) Undertakes a one-off transaction involving payment by or to the client of 15,000 Euro (approximately £10,000) or more; or

c) Undertakes a series of linked one-off transactions involving total payment by or to the client(s) of 15,000 Euro (approximately £10,000) or more; or

d) It is known or suspected that a one-off transaction (or a series of them) involves money laundering or terrorist financing; or

e) Doubts the veracity or adequacy of documents, data or information previously obtained for the purposes of identification or verification

then the CDD must be followed before any business is undertaken for that client. Verification may be carried out during the establishment of the business relationship where it is necessary not to interrupt the normal conduct of business and there is little risk of money laundering/terrorist financing occurring, provided that the verification is completed as soon as practicable after contact is first established.

7.3 The Regulations concerning CDD are detailed and complicated, however there are simple questions to assist you in deciding whether it is relevant:

- Is the service a regulated activity? - Is the Council charging for the service i.e. is it ‘by way of business’? - Is the service being provided to a customer other than a UK public authority?

If the answer to any of the above questions is no then it is not necessary for you to

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carry out CDD.

If the answer to all these questions is yes it will be necessary for you to carry out CDD before any business relationship can commence with the client. Any queries should be directed to the MLRO.

7.4 CDD is based on a risk-based approach. Its purpose is to verify that the client is who they say they are and that their money comes from a legitimate source, is being used for a legitimate purpose and that the transaction taking place is legitimate. CDD is an ongoing process.

7.5 This can be achieved by conducting some simple enquiries such as:

checking with the customer’s website to confirm their business address;

conducting an on-line search via Companies House to confirm the nature and business of the customer and confirm the identities of any directors;

Attending to the client at their business address;

seeking evidence from the key contact of their personal identity, for example their passport, and their position within the organisation.

7.6 It is a requirement under CDD that it applies as soon as we become involved with a new customer it should be applied on a risk sensitive basis for existing customers.You should bear in mind that CDD continues during the business relationship and should be applied in proportion to the risk of money laundering and terrorist funding, dependant upon the officer’s knowledge of the customer and a regular scrutiny of the transactions undertaken.

7.7 If at any time, you suspect that a current client or customer or one you are planning to carry out a regulated activity, is conducting money laundering or terrorist financing, or has lied about their identity then you must report this to the MLRO.

7.8 Enhanced CDD is the gathering of additional evidence of identity or source of funds to be used in a transaction where:

the client has not been physically present for identification;

the client is a politically exposed person, that is an individual who at any time in the previous year has held a prominent public function outside of the UK and EU or international institution/body, this also includes their immediate family members or close associates;

there is a beneficial owner who is not your client. A beneficial owner is a person who holds more than 25% of the shares, voting rights or interest in a company, partnership or trust.

7.9 To satisfy the requirements of enhanced CDD, you should acquire additional documentation, data or information confirming the client’s identity and/or the source of the finances to be used in the business relationship or transaction. If it becomes necessary to engage in enhanced CDD, the MLRO must be notified prior to undertaking any action.

7.11 Once instructions to provide relevant business have been received, and it has been established that any of the paragraphs 7.1 to 7.9 apply, evidence of identity should be obtained as follows.

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Internal clients:

7.12 Appropriate evidence of identity for Council departments will be signed, written instructions on Council headed notepaper or an email on the internal GroupWise/Outlook email system at the outset of a particular matter. Such correspondence should then be placed on the Council’s client file along with a prominent note explaining which correspondence constitutes the evidence and where it is located.

External Clients:

7.12 The MLRO will maintain a central file of general client identification evidence regarding the external organisations to whom Financial Services and Legal Services provide professional services. You should check with the MLRO that the organisation in respect of which you require identification is included in the MLRO’s central file and check the precise details contained in relation to that organisation. If the organisation is not included in the central file, you should discuss with the MLRO. You should also then obtain the following additional evidence.

7.13 For external clients, appropriate additional evidence of identity will be written instructions on the organisation’s official letterhead at the outset of the matter or an email from the organisation’s e-communication system. Such correspondence should then be placed on the Council’s client file along with a prominent note explaining which correspondence constitutes the evidence and where it is located (and including a reference to a search of the MLRO’s central file, if undertaken).

7.14 With instructions from new clients, or further instructions from a client not well known to you, you may wish to seek additional evidence of the identity of key individuals in the organisation and of the organisation itself.

7.15 In all cases, the evidence should be retained for at least five years from the end of the business relationship or transaction(s).

7.16 If satisfactory evidence of identity is not obtained at the outset of the matter then the business relationship or one off transaction(s) cannot proceed any further.

8.0 RECORD KEEPING PROCEDURES AND REPORTING

8.1 Each unit of the Council conducting relevant business must maintain records of:

Client identification evidence obtained; and

Details of all relevant business transactions carried out for clients

for at least five years. This is so that they may be used as evidence in any subsequent investigation by the authorities into money laundering.

8.2 The precise nature of the records is not prescribed by law; however they must be capable of providing an audit trail during any subsequent investigation, for example distinguishing the client and the relevant transaction and recording in what form any funds were received or paid. In practice, the business units of the Council will be routinely making records of work carried out for clients in the course of normal business and these should suffice in this regard.

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8.3 Wherever possible copies of verification evidence of client identification should be kept in a separate location additional to the client identification information on the client files.

8.4 Money Laundering incidents will be reported to the Governance, Audit and Risk Management Committee as part of the regular updates on Internal Audit activity.

9 GUIDANCE AND TRAINING

9.1 In support of the policy and procedure, the Council will provide and update training for all relevant staff in respect of its procedures to prevent and identify money laundering and anti-terrorism situations:

10 RISK AREAS FOR LOCAL AUTHORITIES

10.1 Officer knew or ought to have known – could lead to convictions

10.2 Investment of third party funds

10.3 Property

10.4 Highways and planning agreement payments

10.5 Cash transactions unless collecting statutory charges in circumstances which are not obviously suspicious.

11.0 CONCLUSION

11.1 The legislative requirements concerning anti-money laundering procedures are lengthy and complex. This Policy has been written so as to enable the Council to meet the legal requirements in a way that is proportionate to the risk to the Council of contravening the legislation.

11.2 Should you have any concerns whatsoever regarding any transactions then you should contact the MLRO.

18 March 2009

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APPENDIX 1

CONFIDENTIAL

Report to Money Laundering Reporting Officer

To: Money Laundering Reporting Officer

From: ………………………………………… [insert name of employee]

Directorate: ………………………………………. Ext/Tel

DETAILS OF SUSPECTED OFFENCE:

Name(s) and address(es) of person(s) involved: [if a company/public body please include details of nature of business]

Nature, value and timing of activity involved: [Please include full details e.g. what, when, where, how. Continue on a separate sheet if necessary]

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Nature of suspicions regarding such activity: [Please continue on a separate sheet if necessary]

Has any investigation been undertaken (as far as you are aware)? [Please tick the relevant box]

Yes No

If yes, please include details below:

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5L - 13

Have you discussed your suspicions with anyone else? [Please tick the relevant box]

Yes No

If yes, please specify below, explaining why such discussion was necessary:

Have you consulted any supervisory body guidance re money laundering? (e.g. the Law Society) [Please tick the relevant box]

Yes No

If yes, please specify below:

Do you feel you have a reasonable excuse for not disclosing the matter to the SOCA? (e.g. are you a lawyer and wish to claim legal professional privilege?)

Yes No

[Please tick the relevant box]

If yes, please set out full details below:

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Are you involved in a transaction which might be a prohibited act under sections 327- 329 of POCA and which requires appropriate consent from the SOCA?

Yes No

[Please tick the relevant box]

If yes, please enclose details in the box below:

Please set out below any other information you feel is relevant:

Signed: …………………………………………… dated………………………

Please do not discuss the content of this report with anyone you believe to be involved in the suspected money laundering activity described. To do so may constitute a tipping off offence, which carries a maximum penalty of 5 years’ imprisonment.

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THE FOLLOWING PART OF THIS FORM IS FOR COMPLETION BY THE MLRO

Date report received: ………………………………………………

Date receipt of report acknowledged: ………………………………….

CONSIDERATION OF DISCLOSURE:

Action plan:

OUTCOME OF CONSIDERATION OF DISCLOSURE:

Are there reasonable grounds for suspecting money-laundering activity?

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5L - 16

If there are reasonable grounds for suspicion, will a report be made to SOCA? [Please tick the relevant box]

Yes No

If yes, please confirm date of report to SOCA: …………………………………………………………and complete the box below:

Details of liaison with SOCA regarding the report:

Notice Period: …………………….. to ………………………..

Moratorium Period: …………………….. to ……………………

Is consent required from SOCA to any ongoing or imminent transactions which would otherwise be prohibited acts?

Yes No

If yes, please confirm full details in the box below:

Date consent received from SOCA: …………………………………………………………

Date consent given by you to employee: ………………………………………………….

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London Borough of Harrow February 2011Anti-Money Laundering Policy

5L - 17

If there are reasonable grounds to suspect money laundering, but you do not intend to report the matter to SOCA, please set out below the reason(s) for non-disclosure:

[Please set out any reasonable excuse for non-disclosure]

Date consent given by you to employee for any prohibited act transactions to proceed: …………………………………………………

Other relevant information:

Signed:……………………………………………………

Dated:…………………………………

THIS REPORT TO BE RETAINED FOR AT LEAST FIVE YEARS

589

590


Constitution Part 5M – Social Media Protocol 5M - 1 November 2011

SOCIAL MEDIA PROTOCOL

What is a social media?

Social media is a collective term used to describe easy ways to create and publish on line. When people talk about social media, they often make reference to some well-known tools or products such as blogging, Facebook, Twitter and MySpace.

How does the Code of Conduct apply to social media sites?

When considering the application of the Code to social media, it is essential to consider whether the Code will apply to your social media site and which paragraphs you should be aware of in order to ensure ethical use of social media sites.

For the Code to apply to your use of social media paragraph 2 of the Code needs to be satisfied. Paragraph 2 makes it clear that the Code only applies when you are acting in your official capacity. Official capacity is defined as conducting the business of the authority or acting, claiming to act or giving the impression that you are acting as a councillor. The decision as to whether you are acting in your official capacity will depend on the particular facts of each case and the circumstances surrounding your social media site. There are a number of issues that will be taken into account when assessing this. These include:

How well known or high profile you are as a member. The more high profile you are, the more likely it is that you will be seen as acting in your official capacity when you blog or use a social mediaing site. Anonymous use of social media can also lead to a breach of the code were it can be proved that a member uploaded the site content and that they were acting in their capacity as a member.

The privacy settings on your blog or social media site. If you have a private, personal blog, ensure that you have appropriate privacy settings so that you decide who can read your posts. If you have a political blog this may well be open to all readers. If constituents are able to see your posts, they may assume that you are acting in your official capacity as their representative.

The profile on your social media site. You should set out clearly in your profile if this is a political or personal social media site. Identifying this will enable readers to better understand if you are seeking to act in your official capacity or not. Nevertheless it may be possible in a personal social media site to give the impression that you are acting as a member even though you have stated otherwise. Also, you cannot discuss council business on a personal social media site and/or make gratuitously offensive remarks about others who are linked to the council and then claim to be doing so in a private capacity.

When using social media sites you should bear in mind the following paragraphs of the Code will apply to your online behaviour just as they would to any other form of communication.

Paragraph 3(1) - Treating others with respect: The aim of the Code is not to stifle political opinions and arguments. As such, political comments and comments about ideas are less likely to be seen as disrespectful and result in a breach of the Code. However, personal jibes or remarks aimed at an individual may well be seen as disrespectful and could lead to a breach of the Code and possible sanctions.

Paragraph 3(2) (d) – Disclosing confidential information: Before releasing any information on your blog or social media site, check if it is confidential and if you have the right to release it.

591


Paragraph 5 – Disrepute: Because of your role, your actions and behaviour are subject to greater scrutiny than that of ordinary members of the public. You should be aware that your actions might have an impact on your office or authority. Dishonest or deceitful behaviour in your role as a member may bring your office or the authority into disrepute.

Paragraph 6 (b) (i), 6(b) (ii) and 6(c) – Use of resources: You must not use local authority resources “improperly to confer on or secure for yourself or any other person, an advantage or disadvantage.” Also you must ensure that these resources are not used improperly “for political purposes” - including party political purposes. See the Johnson case below.

You should also consider other online activities where the Code may apply:

Forum posts. If you go on to a forum and identify yourself as a member then it is likely that the Code will apply when you post entries. If you put content on the site which you could only have obtained as a member it is possible to argue that you have given the impression that you were acting as a member even if you did not identify yourself as such when you made the posting.

Comments made by others. It is also important to regularly check your own blog or social media site to ensure there are no defamatory or obscene comments posted by others. If this does happen you should remove the posts as soon as you become aware of them. You should also take steps to discourage users from posting such comments in the future.

“Friends” on social media sites. You should be aware that anyone you include as a friend on social media sites could be regarded as a “person with whom you have a close association” within the meaning of paragraph 8 of the code – personal interests. Simply including someone on a site as a friend does not establish a close association but it is one factor that would be taken into account in deciding whether such an association exists.

Human rights considerations

In considering whether your use of social media has breached the Code, Article 10 of the European Convention on Human Rights (the right to freedom of expression) must also be taken into account. You are less likely to breach the Code where you are making genuine political statements. This means that you are less likely to breach the Code if your comments are about another member’s political position or are a genuine expression of political differences with someone. The courts have established that this is because of the fundamental importance of freedom of political expression in a democratic society. However, any political expression should avoid being just an expression of personal anger or abuse towards someone since insults and abuse do not normally qualify for the protection of Article 10. If you make rude comments about a member of the public or an officer of an authority it is more likely that you will be found to have breached the Code.

Other issues to consider

There are also considerations apart from the Code that should be taken into account when using online media. The following is a brief guide to some of the legal pitfalls in establishing personal blogs. Almost all of these can be avoided if your online content is objective, balanced, informative and accurate.

In the main, you have the same legal duties online as anyone else, but failures to comply with the law may have more serious consequences.

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Libel

If you publish an untrue statement about a person which is damaging to their reputation they may take a libel action against you. This will also apply if you allow someone else to publish something libellous on your website if you know about it and do not take prompt action to remove it. A successful libel claim will result in an award of damages against you.

Bias and Predetermination

If you are involved in determining planning or licensing applications, you should avoid publishing anything on your blog that might suggest you have already made up your mind about a matter you may be involved in determining. Otherwise, the decision runs the risk of being invalidated.

Copyright

Placing images or text on your site from a copyrighted source (e.g. extracts from publications, photos etc) without permission is likely to breach copyright. Avoid publishing anything you are unsure about or seek permission in advance. Breach of copyright may result in an award of damages against you.

Data protection

Avoid publishing the personal data of individuals unless you have their express written permission.

Obscene material

It goes without saying that you should avoid publishing anything in your blog that people would consider obscene. Publication of obscene material is a criminal offence.

Conclusion

Blogging and social media sites are excellent ways to engage a wider audience. In order to blog successfully, you should ensure that you comply with the Code and any other legal requirements.

It is also important to note that, the ethical use of online social media is not limited to what is covered in the Code. You should also consider the Ten General Principles of Public Life. While you may not be investigated or censured for using online media in certain ways, your conduct might still be viewed as less than exemplary and attract adverse publicity for your office and authority.

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APPENDIX 1 – Application of cases

Examples which illustrate how the First Tier Tribunal and standards committees have viewed cases involving social media can be found in the following cases:

Councillor Mullaney APE 0400 and High Court judgmentBirmingham City Council

In this decision factors relevant to the conclusion that conduct was within “official capacity” included the following

The subject member trespassed onto an individual’s property and shot a video that he subsequently posted on You Tube. The aim of the video was to galvanise the planning department into taking action concerning the building.

The YouTube video concerned identified the subject member at the outset.

The subject member identified himself several times as a member.

The video was subsequently published on the subject member’s website - the homepage of which identified him as a member.

References were made in the video to the jurisdiction of the subject member’s council.

The subject member failed to remove or edit the video when requested.

The tribunal decision on breach was upheld by the High Court and the case was sent back to the Appeals Tribunal to consider if the sanction they applied was appropriate.

The sanction applied was a one month suspension.

Councillor McTigue APE 0421 Middlesbrough Council

The Appeals Tribunal accepted that

Even if it became clear from the forum (an on-line forum hosted by the local newspaper) that an individual who was posting on the forum was a member, the Code would not automatically be engaged.

The question was whether in the postings on the forum the member was deemed to be, or gave the impression that he or she was “acting in the role of member”.

This was fact-sensitive and would very much depend on the content of the postings.

The subject member had used a pseudonym and stated that she was on the forum as a resident who just happened to be a member. Taking the contents of the postings as a whole the member did give the impression that she was acting in the role of member and representing the council. In a series of posts the subject member discussed council business, outlined what had happened at council meetings and referred to herself as a councillor.

Sanction applied was a two month suspension.

Mayor Johnson Greater London Authority Standards Committee Decision

594


The Mayor of London linked in his tweet to the front page of the Sun, which on that day had announced its decision to endorse the Conservative party.

The standards committee found that he had breached paragraph 6(b) (ii) of the authority’s Code because he tweeted using his mayoral twitter feed (thus using GLA resources) and was considered to be seeking to affect party political support.

Sanction applied was for the monitoring officer to speak to the Mayor about his responsibilities under the code.

Councillor Sharratt APE 0458South Ribble Borough Council

The member was a journalist who published a small journal.

The member neither claimed nor gave the impression of acting as a representative of the council. The magazine was ’published for fun’, and a member of the public would be in no doubt, the panel said, that the journal was not a matter that was the business of the council.

The Standards Committee accepted the argument that Cllr Sharratt used the magazine to conduct public discourse on the council and party issues, and that his activities on the council, the magazine and the party were seamlessly connected. However, the First-tier Tribunal disagreed. It said the decision in the case of Livingstone referring to ‘activities which are apparently within the performance of a member’s functions’ should be narrowly construed.

The appeals tribunal rejected the finding of the standards committee and concluded there had been no breach of the Code.

No breach.

Councillor Barnbrook APE 470/471London Borough of Barking and Dagenham

The member appealed the decision of the standards committee of the London Borough of Barking and Dagenham.

The member published a video on a website concerning statements about knife crime that were inaccurate.

The key question considered by the tribunal was whether the member was acting in his official capacity when making the video.

There was no evidence to support the position that the member was conducting the ‘business of the Council’ and the parties did not put forward any arguments to this effect

The Tribunal was drawn to the conclusion that the making of the video was not proximate enough to the role of member so as to bring him into the ambit of acting in his capacity as a member. The Tribunal considered the following factors in reaching its conclusion:

o The member was making a video on behalf of the BNP with its primary purpose being party political;

o He was not identified as a member for the London Borough of Barking & Dagenham;

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o He was not taking forward an issue relevant primarily to the London Borough of Barking & Dagenham;

o He was not taking forward an issue on behalf of an individual constituent; and,

o The video dealt with a range of issues and the Appellant did not concentrate upon issues within the London Borough of Barking & Dagenham.

No breach.

(source: Standards for England)

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Constitution Part 5N – Cabinet Decisions Protocol 5N ! 1 November 2011

Cabinet Decisions Protocol

Corporate Directors have delegated authority to take and implement decisions required to run their services and to authorise expenditure within approved limits.

This delegation should not be exercised where:

The issue is not covered by an approved policy

There are unusual features

There are political or other significant issues

Specific terms of the officer delegation require it or

Members are specifically charged with making the decision (e.g. certain licensing or planning matters).

Where it is not appropriate to exercise officer delegated powers, the matter should be referred to members to determine. For an executive function the decision should go to Cabinet or portfolio holder, for a non-executive function to the appropriate council side body or Council, for example, planning and licensing decisions.

In determining who should determine the matter, early discussion with the portfolio holder, and where appropriate the Leader, is essential. Significant decisions relating to executive functions will normally be considered by the Corporate Strategy Board, where the issue of who should determine the matter will also be considered.

If it is decided that the matter should be determined by Cabinet, consideration should be given the responsibilities of Cabinet in the Constitution at page 3-19 and whether the matter might be a Key Decision.

A Key Decision is an executive decision which:

(i) is likely to result in the Council incurring expenditure which is, or the making of savings which are, significant having regard to the Council’s budget for the service or function to which the decision relates; or

(ii) is likely to be significant in terms of its effects on communities living or working in an area of two or more wards of the Borough.


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Constitution Part 5N – Cabinet Decisions Protocol 5N ! 2 November 2011

The rationale behind having a key decision threshold is to ensure that residents and Overview and Scrutiny are aware in good time of significant matters under consideration, via the published Forward Plan.

In determining whether an effect is significant under paragraph (ii) above, the following factors should be taken into account:

the extent of the impact (i.e. how many wards may be affected?);

the likely views of those affected (i.e. is the decision likely to result in substantial public interest?);

whether the decision is likely to be a matter of political controversy; and

whether the decision may involve a significant social, economic or environmental risk.

Where there is any doubt, Corporate Directors should err on the side of caution and include the matter in the Forward Plan.

If a Corporate Director decides to exercise their delegated powers then they are accountable to the Council or Cabinet or the Committee from which those delegated powers derive, and they must comply with the Contract Procedure Rules and Financial Regulations in force at the time.

Whoever makes a decision must comply with following principles:

proportionality;

appropriate consultation;

consideration of professional advice;

respect for human rights;

due regard to the public sector Equality Duty;



a recording of options considered and rejected.

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PART 6

Members’Allowances

Scheme

599

600


Local Authorities (Members’ Allowances)

(England) Regulations 2003


Members’ Allowances Scheme for 2013/14

601


602

London Borough of Harrow July 2013 Members’ Allowance Scheme

6 - 1

Members' Allowances Scheme

1. This scheme shall have effect until 31st March 2014. It replaces all former

schemes.

Basic Allowance

2. A basic allowance of £8,160 per annum shall be paid to each Councillor.

Special Responsibility Allowances and Mayoral

Allowances

3. (1) A special responsibility allowance shall be paid to those Councillors

who have the special responsibilities in relation to the posts specified in

Schedule 1 to this scheme. The amount of each such allowance shall

be the amount specified against that special responsibility in that

schedule.

(2) An allowance of £10,250 per annum shall be paid to the Mayor and an

allowance of £2,040 per annum shall be paid to the Deputy Mayor.

(3) No Member may receive special responsibility allowances in respect of

more than one post. For the purposes of this paragraph, the mayoral

allowances referred to in 3(2) above are considered to be special

responsibility allowances.

Uprating the Basic and Special Responsibility

Allowances

4. The basic allowance and special responsibility allowances may be uprated

annually in line with an index approved by the London Councils Independent

Panel. The index to be used will be the level of the Local Government Pay

Settlement. When making the scheme for 2014/15, the indexing

arrangements will be reviewed.

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6 - 2

Travel and Subsistence Allowances

5. The reimbursement of travel and subsistence expenses incurred in respect of

approved duties (as set out in Schedule 2) undertaken outside the

Borough boundaries can be claimed by Members, co-optees to formal

Council committees and Independent Members of the Standards Committee

at the rates paid and on the conditions specified in the officer scheme for

travel and subsistence allowances.

Carers’ Allowance

6. (1) The allowance shall only be paid for attendance at approved duties as

listed in Appendix A.

(2) The maximum basic rate of pay is £2.90 per half hour for the duration

of the meeting together with the Member’s travel time between home

and the place of the meeting and the carer’s reasonable travelling time.

(3) The allowance is claimable in respect of children aged 15 or under or

where a professional carer is required to meet a specialist need (eg a

nurse for an elderly person).

(4) Actual costs will be paid on production of an invoice or receipt.

(5) Where the length of the meeting cannot be predicted and payment to

the carer is necessarily contractually committed then a payment of up

to 4 hours will be made. (For day time quasi-judicial meetings,

payment of up to 8 hours may be made if the estimated length of the

meeting is for the whole day).

(6) In addition, the reasonable travelling expenses of the person taking

care of the dependent shall be reimbursed either at the appropriate

public transport rate, or in cases of urgency or where no public

transport is available, the amount of any taxi fare actually paid.

(7) The allowance is not to be paid where the carer is a member of the

Member’s household.

(8) Any dispute as to the entitlement and any allegation of abuse should

be referred to the Standards Committee for adjudication.

Co-optees’ Allowance

7. A basic allowance of £445 per annum shall be paid to co-optees to formal

Council Committees and Independent Members of the Standards Committee.

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6 - 3

Claims and Payments

8. (1) A claim for allowances or expenses under this scheme shall be made

in writing within two months of the date of undertaking the duty in

respect of which the entitlement to the allowance or expense relates.

(2) Payment shall be made

(a) in respect of basic and special responsibility allowances, in

instalments of one-twelfth of the amount specified in this

scheme each month;

(b) in respect of out-borough travel and subsistence expenses and

Carers’ Allowance, each month in respect of claims received up

to one month before that date.

Backdating

9. Any changes made to this scheme during the year may be backdated to

1st April 2013 by resolution of the Council when approving the amendment.

Pensions

10. Allowances paid under the Harrow Members’ Allowances Scheme will not be

pensionable for the purposes of the Superannuation Act.

Renunciation

11. A person may, by notice in writing given to the Chief Executive, elect to forgo

any part of his/her entitlement to an allowance under this scheme.

Withholding Allowances

12. (1) In the event that a Member is suspended from duties, that Member’s

basic allowance and special responsibility allowance (if any) will be

withheld for the whole period of the Member’s suspension.

(2) In the event that a Member is partially suspended from duties, that

Member’s basic allowance will be paid but their SRA, if any, will be

withdrawn for the period of the partial suspension.

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6 - 4

Appendix A

Approved duties for Carers’ Allowance

♦ A meeting of the Executive.

♦ A meeting of a committee of the Executive.

♦ A meeting of the Authority.

♦ A meeting of a Committee or Sub-Committee of the Authority.

♦ A meeting of some other body to which the Authority make appointments or

nominations.

♦ A meeting of a committee or sub-committee of a body to which the Authority

make appointments or nominations.

♦ A meeting which has both been authorised by the Authority, a committee, or

sub-committee of the Authority or a joint committee of the Authority and one

or more other authorities, or a sub-committee of a joint committee and to

which representatives of more than one political group have been invited (if

the Authority is divided into several political groups) or to which two or more

councillors have been invited (if the authority is not divided into political

groups).

♦ A meeting of a Local Authority association of which the Authority is a member.

♦ Duties undertaken on behalf of the Authority in pursuance of any Procedural

Rule of the Constitution requiring a member or members to be present while

tender documents are opened.

♦ Duties undertaken on behalf of the Authority in connection with the discharge

of any function of the Authority conferred by or under any enactment and

empowering or requiring the Authority to inspect or authorise the inspection of

premises.

♦ Duties undertaken on behalf of the Authority in connection with arrangements

made by the authority for the attendance of pupils at a school approved for

the purposes of section 342 of the Education Act 1996.

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6 - 1

Schedule 1

Special Responsibility Allowances (SRAs)

There are 9 bands of SRAs:

Band Post SRA -

£/annum

1

Deputy Leader(s) of the largest Group (s) Chief Whips of the two largest Groups Chairman of Standards Committee Chairman of the Grants Advisory Panel Support Members for Cabinet

£2,040

2

Performance Lead Members for Scrutiny Policy Lead Members for Scrutiny

£3,060

3 Vice Chairman and Nominated Member of the party not holding the Chair of the Planning Committee

Chairman of the Traffic Advisory Panel Chairman of Governance, Audit and Risk Management

Committee Chairman of the Pension Fund Committee

£4,590

4 Leader of the third largest Group Chairman of Licensing and General Purposes Committee Chairman of the Performance and Finance Scrutiny Sub Chairman of the Health and Social Care Scrutiny Sub Nominated Member of the largest party not holding the

Chair of the Performance and Finance Scrutiny Sub Nominated Member of the largest party not holding the

Chair of the Overview and Scrutiny Committee Portfolio Adviser (The SRA to be paid only if there is agreement from the Leader and relevant Cabinet Member. In such an event the entire SRA paid to the Portfolio Adviser at Band 4 will be deducted from the SRA of the Leader at Band 7 or the relevant Cabinet Member at Band 6)

£6,630

5 Chairman of the Planning Committee Chairman of the Overview and Scrutiny Committee Leader(s) of the Largest Group(s)

£8,670

6 Deputy Leader of the Council with Portfolio Adviser Cabinet Members with Portfolio Adviser Cabinet Non Executive Members

£13,060

7 Deputy Leader of the Council without Portfolio Adviser Cabinet Members without Portfolio Adviser

£19,690

607


6 - 2

Band Post SRA -

£/annum

8 Leader of the Council with Portfolio Adviser

£24,169

9 Leader of the Council without Portfolio Adviser

£30,799

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Schedule 2Schedule 2Schedule 2Schedule 2

Claims for Out-Of-Borough Travel and Subsistence

Expenses

Duties Undertaken Out-of-Borough

Claims for travel and subsistence expenses incurred can normally only be paid in

respect of approved duties undertaken at venues out of the Borough. Expenses will

be reimbursed at the rates paid and on the conditions specified in the officer scheme

for travel and subsistence allowances.

1. Members may claim travel and subsistence expenses in respect of the

following out-of-Borough duties:-

(a) Attendance at any meeting which may be convened by the Authority

provided that Members of at least two groups are invited and the

meeting is not convened by officers.

(b) Attendance at a meeting of an outside body to which the Member has

been appointed or nominated as a representative of the Council, where

the Outside Body does not itself operate a scheme to reimburse travel

and subsistence expenses.

(c) (i) attendance at an appropriate out-of-Borough conference,

seminar, meeting or other appropriate non-political event as a

representative of an Outside Body to which that Member has

been either nominated or appointed by Council to serve in a role

with a specific pan-Authority remit;

(ii) attendance at meetings in the capacity of a direct appointee of a

Local Authority Association, joint or statutory body or other

London-wide or national body subject to the following proviso:

that the Member serves on the appointing body by virtue of an appointment made by Council to an authorised Outside Body;

subject in either case to the Outside Body/Bodies concerned

themselves not making provision for any travel and subsistence

expenses necessarily incurred.

(d) Attendance at a meeting of any association of local authorities of which

the Authority is a member and to which the Member has been

appointed as a representative.

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(e) Attendance at a training session, conference, seminar or other non-

political event, the attendance fees for which are being funded by the

Council through a Departmental or a corporate budget.

(f) Attendance at any training session, conference, seminar or other

non-political event for which there is either no attendance fee or any

attendance fee is being met by the Member him/herself (or from the

relevant political group secretariat budget) subject to the relevant

Director confirming that the content of the training, conference, seminar

or event is relevant to the Member’s responsibilities in respect of the

services provided by the Authority or to the management of the

Authority.

2. Duties for which out-of-Borough travel and subsistence expenses may not be

claimed include:-

(a) Political meetings or events.

(b) Any meetings of ‘Outside Bodies’ to which the Member has not been

appointed or nominated by the Council as its representative.

(c) Meetings of the Governing Bodies of Schools.

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PART 7

Glossary

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London Borough of Harrow April 2010 Glossary

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Glossary of Terms used in the Constitution

Advisor A person, who is neither a Member nor an officer of the Council, appointed by a committee, sub-committee or panel to advise on specific matters or generally. This person cannot vote.

Allocation of Responsibilities

Formerly known as the Scheme of Delegation, this document (in Part 3 of the Constitution) sets out which committee, councillor or officer is responsible for particular functions of the Council.

Articles The basic rules governing the Council’s business.

Background Papers The law says that report authors must list any papers used in compiling a report for decision, and these papers must be available for 4 years to anyone wishing to inspect them.

Budget All the financial resources allocated to different services and projects.

Cabinet The Councillors who, together with the Leader, form the Executive.

Call-in A mechanism, which allows the Overview & Scrutiny Committee to examine, and challenge, an Executive decision before it is implemented.

Chief Financial Officer Also known as the “Section 151 Officer”. The officer responsible for the administration of the financial affairs of the Council. This is a statutory ‘proper officer’ role.

Chief Officers The most senior Council staff – see Article 12 and the Officer Employment Procedure Rules.

Committee Procedure Rules

Rules governing meetings of Council committees and sub-committees. Note that different rules govern Executive meetings.

Clear Working Days Relevant to prior notice of decisions – all agendas and papers for decision in public must be available 5 clear working days before the decision is taken (special rules can apply to urgent late items). The five days does NOT include the day the papers are sent out or the date of the meeting (hence the use of ‘clear’). ‘Working’ is taken to be Monday to Friday inclusive and excludes Saturdays, Sundays and Bank Holidays.

Confidential Information Information either given to the Council by the Government

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on terms which forbid its public disclosure or which cannot be publicly disclosed by Court Order. (see also ‘Exempt Information’ below)

Constitution A document setting out how the Council operates, how decisions are made and all the procedures that have to be followed.

Co-optee/Co-opted A non-Councillor (may be non-voting) appointed to serve on a Committee/Sub-Committee in a participatory capacity. Some co-optees on Lifelong Learning Scrutiny sub-committee are able to vote.

Council Committees May be established by the Council to assist with non-Executive functions.

Delegation Formal authorisation for a committee, portfolio holder, joint committee or officer to take an action, which is the ultimate responsibility of the Council or Executive.

Ethical Standards Officer An independent officer appointed by the Standards Board for England, who investigates allegations that a Councillor has failed to comply with the Councillors’ Code of Conduct, and associated matters.

Executive The Leader and the Cabinet; responsible for carrying out almost all of the local authority’s functions. The Executive must consist of a minimum of three Councillors, including the Leader, and a maximum of 10.

Corporate Directors The officers in charge of the Council Directorates.

Executive Procedure Rules

The rules of procedure governing meetings of the Executive. Note that Advisory Panels and Consultative Forums established by the Executive have their own set of procedure rules.

Exempt Information Information, falling into one of 7 categories set out in the Local Authorities (Executive Arrangements) (Access to Information) (Amendment) (England) Regulations 2006 and the Local Government (Access to Information) (Variation) Order 2006 which usually cannot be publicly disclosed – see the Access to Information Procedure Rules in Part 4 of the Constitution.

Forward Plan A schedule of the Key Decisions the Executive expects to take over the next 4 months.

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Head of Paid Service The most senior officer, with overall responsibility for the management and operation of the Council; also known as the Chief Executive. The Head of Paid Service is a statutory ‘proper officer’ role.

Joint Committee A body appointed under Section 101 of the Local Government Act 1972 (e.g. Association of London Government (ALG) Transport and Environment Committee, Trading Standards Consortium).

Key Decision A decision by the Executive, which is likely either to incur significant expenditure/make significant savings or to have a significant impact on those living or working in 2 or more Wards (sometimes 1 Ward). (See Article 13 for more information).

Leader of the Council Elected by the whole Council, usually though not always from within the party with most Councillors on the Council. Proposes the membership of the Executive, which must then be approved by the whole Council. Leads and Chairs the Executive.

Mayor The first citizen of the Borough. Promotes the Council as a whole and carries out ceremonial duties on behalf of the Authority. Also Chairs meetings of the whole Council.

Monitoring Officer The Council officer charged with ensuring that everything that the Council does is fair and lawful. The Monitoring Officer is currently the Director of Corporate Governance. This is a statutory ‘proper officer’ role.

Overview & Scrutiny A main committee and four sub committees established to provide support and advice to the Executive by contributing to the review and development of policy; also to hold the Executive to account by questioning, challenging and monitoring their performance.

Budget and Policy Framework

The plans and strategies, which have to be adopted by the full Council and within which the Executive have to operate – see Article 4.

Political Proportionality A legal principle which dictates that Committees of the Council (but not the Executive) must include elected politicians in proportion to the size of their groups on the Council as a whole.

Portfolio Holder Responsible for ensuring the effective management and delivery of Executive functions. Each Portfolio Holder has specific areas of responsibility. (See Part 3A – Allocation of Responsibilities).

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Procedure Rules Detailed rules, which govern how, the Council operates and how decisions are taken. See Part 4 of the Constitution.

Proper Officer A senior officer of the Council who is given a set of responsibilities by statute.

Protocols Codes of Practice, which set out how, for example, various elements of the Council, are expected to interact with each other.

Quorum The minimum number of people who have to be present before a meeting can take place. (This is set out in the relevant Rules of Procedure in Part 4 of the Constitution)

Reserves On most committees councillors can appoint a reserve (or substitute) councillor to attend a meeting, which they cannot attend themselves.

Standards Board for England

A national body, appointed by the Secretary of State, responsible for promoting and maintaining high standards of conduct by Councillors.

Summons The term used to describe the Agenda for meetings of the full Council.

Virement Moving budget funds from one area of expenditure to another within a financial year.

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CONSTITUTION - Committee meetings - Harrow Council

Documents

Transcript of CONSTITUTION - Committee meetings - Harrow Council