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Rules of Procedure 1 - 3
1. ANNUAL MEETING OF THE COUNCIL
1.1 Timing and business
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.
The annual meeting will:
(i) elect a person to preside if the outgoing Speaker is not present;
(ii) elect the Speaker;
(iii) elect the Deputy Speaker;
(iv) approve the minutes of the last Annual meeting;
(v) receive any announcements from the Speaker, Elected Mayor and/or Head of the Paid Service.
(vi) appoint the Overview and Scrutiny Board, the Standards Committee and the Regulatory Committee to deal with matters which are neither reserved to the Council nor are Executive functions (as set out in Part 3 of this Constitution);
(vii) be told by the Elected Mayor about the composition and constitution of the Cabinet for the coming year, and the names of councillors he/she has chosen to be members of the Cabinet;
(viii) be told by the Elected Mayor about the Scheme of Delegation (Part 3 of this Constitution);
(ix) approve a programme of ordinary meetings of the Council for the year, to include the programme for likely policy framework decisions and experimental debates; and to identify three meetings which will include items of opposition sponsored business; and
(x) consider any business set out in the notice convening the meeting.
1.2 Selection of Councillors on Committees and outside bodies
At the annual meeting, the Council will:
(i) decide which committees to establish for the municipal year;
(ii) decide the size of, and terms of reference for those Committees;
(iii) decide the allocation of seats and substitutes to political groups in accordance with the political balance rules;
(iv) receive nominations of Councillors to serve on each committee and outside body; and
(v) appoint to those Committees and outside bodies except where appointment to those bodies has been delegated by the Council or is exercisable only by the Cabinet.
2.1 Ordinary meetings of the Council will take place in accordance with a programme decided at the Council’s annual meeting. Ordinary meetings will:
(i) elect a person to preside if the Speaker and Deputy Speaker are not present;
(ii) approve the minutes of the previous meeting;
(iii) receive any declarations of interest from members;
(iv) receive any announcements from the Speaker, Elected Mayor, members of the Cabinet or the Head of Paid Service;
(v) receive questions from, and provide answers to, the public and councillors in relation to matters which in the opinion of the person presiding at the meeting are relevant to the business of the meeting;
(vi) receive deputations of which notice has been given and which in the opinion of the person presiding at the meeting are relevant to the business of the meeting;
(vii) receive petitions from Councillors;
(viii) Receive reports from ward Councillors for up to 20 minutes about ward business and/or neighbourhood committee or forum business. This slot is to include reports from 2 wards, in rotation to be organised by the Speaker in conjunction with representatives of political groups of the Council, at each Full Council meeting. This will thereby provide all Councillors an opportunity to raise issues concerning their wards.
(ix) deal with business remaining from the last Council meeting;
(x) receive reports from the Cabinet and the Council’s committees and receive questions and answers on any of those reports;
(xi) receive reports about and receive questions and answers on the business of joint arrangements and external organisations;
(xii) consider motions; and
(xiii) consider any other business specified in the summons to the meeting, including consideration of proposals from the Cabinet in relation to the Council’s budget and policy framework and reports of the Overview and Scrutiny bodies for debate.
2.2 The Speaker may vary the order of business and may take urgent items at his/her discretion.
2.3 At an ordinary meeting of the Council following the Annual Meeting and before the summer recess, the Council will consider the Overview and Scrutiny programme of work and annual report.
3. EXTRAORDINARY MEETINGS
3.1 Calling extraordinary meetings.
Those listed below may request the Monitoring Officer to call Council meetings in addition to ordinary meetings:
(i) the Council by resolution;
(ii) the Speaker of the Council;
(iii) any five members of the Council if they have signed a requisition presented to the Speaker and he/she has refused to call a meeting or has failed to call a meeting within seven days of the presentation of the requisition.
3.2 Business
The business of the extraordinary meeting shall be only that specified by the Speaker, Monitoring Officer or in the requisition.