Agenda

To follow

The Committee is asked to:

1.    Note the results of the member survey on meeting times and availability,

2.    Approve the principles in Appendix 2 to the report, that will be used to create the final timetable once the committee structure has been approved as part of the Constitution,

3.    Note the expectation that, with the exception of any area-based committees, the meetings of the Council, Executive and Standing Committees of the Council will be conducted at the Civic Headquarters at Millmead House in Guildford; and

4.    Recommend to the Shadow Authority that authority be delegated to the Executive for Legal and Governance, in consultation with the Group Leaders, to approve the Schedule of Meetings 2027/28, once the committee structure has been approved.

The Committee is asked:

Authorise the Monitoring Officer to commence the recruitment of independent persons under s.28 of the Localism Act 2011 by way of external advertisement and assessment by the Standards Committee, supported by the Monitoring Officer.

Verbal Update

The Committee is asked to:

1.                                  Approve the Budget Procedure Rules, as attached at appendix 1 to this report, including the tracked changes, and recommend approval of the Rules to the Shadow Authority for inclusion into the West Surrey Shadow Authority Constitution with immediate effect,

2.                                  Approve the Budget Setting Protocol, as attached at appendix 2 to this report, and recommend approval of the Protocol to the Shadow Authority for inclusion into the West Surrey Shadow Authority Constitution with immediate effect,

3.                                  Approve the Budget Procedure Rules and the Budget Setting Protocol, attached as appendix 1 as amended and 2 to the Shadow Authority in due course, for inclusion in the West Surrey Council Constitution, to be effective from 1 April 2027; and

4.                                  Recommend to the Shadow Authority that a delegation be given to the Monitoring Officer to make minor and administrative  amendments to the Budget Procedure Rules and the Budget Setting Protocol, and any consequential changes required elsewhere in the Constitution as a result of their adoption.

The Committee is asked to:

1.     Approve the Company Governance Protocol, attached at appendix 1

to this report, and recommend it to the Shadow Authority for approval and inclusion to the West Surrey Council Constitution with effect from 1 April 2027; and

2.     Recommend to the Shadow Authority that they delegate authority to the Monitoring Officer to complete Appendix A to Appendix 1 in due course, with the relevant Company interests of West Surrey Council and make necessary or appropriate minor amendment to the Company Governance Protocol and any other consequential amendments needed elsewhere in the Constitution.

The Committee is asked :

1.     to recommend the proposed Procurement and Contract Procedure Rules, as amended by the Constitution Working Group, to the West Surrey Shadow Authority for approval and adoption into the West Surrey Council Constitution with effect from Vesting Day.

2.     Delegate authority to the West Surrey Monitoring Officer to amend the Procurement and Contract Procedure Rules, in line with the resolution of the Standards Committee, and make any other minor and administrative amendments necessary.

The Committee is asked:

1.     to agree the proposed Council Procedure Rules and recommend them to the Shadow Authority for approval and inclusion in the Constitution for West Surrey Council effective from Vesting Day; and

2.     To delegate authority to the Monitoring Officer to make minor and administrative amendments.

The Committee is asked to:

1.     Endorse the proposed Financial Procedure Rules attached as appendix 1 to this report, as recommended by the Constitution Working Group, and recommend them to the West Surrey Shadow Authority for approval and inclusion into the West Surrey Constitution, from Vesting Day.

The Committee is asked to:

1.     Approve Appendices 1 to 3, subject to any suggested amendments by the Constitution Working Group.

The Committee is asked to:

1.         Recommend to the West Surrey Shadow Authority the approval and inclusion in the West Surrey Council constitution, of the Overview and Scrutiny Structure, with effect from 1 April 2027; and     

2.         Subject to approval, authorise the Monitoring Officer to make the required changes to the Constitution as a result of the proposed structure being approved.