The West Suffolk Council Constitution committee met on Monday 8 June 2026 to discuss the proposed adoption of a comprehensive update to the council's constitution. The report pack detailed various articles, rules of procedure, codes, protocols, and schemes that govern the council's operations, decision-making processes, and the conduct of its members and officers.

The Constitution

The meeting's agenda was primarily focused on the review and potential adoption of the West Suffolk Council's Constitution. This foundational document outlines the framework for how the council operates, makes decisions, and conducts its business. The constitution is divided into several key parts, each addressing a different aspect of the council's governance.

Articles of the Constitution

The report pack included a series of articles that detail the structure and operation of the council. These articles cover:

• Article 1: The Constitution - This article sets out the purpose and interpretation of the constitution itself, emphasizing its role in enabling clear leadership, supporting public involvement, and ensuring efficient, effective, open, and transparent decision-making.
• Article 2: Members of the Council - This section details the composition of the council, eligibility for election, the roles and functions of councillors, their rights and duties, conduct expectations, and entitlement to allowances.
• Article 3: The Public and the Council - This article outlines the rights of the public in their dealings with the council, including rights to petitions, access to information, participation in meetings, consultation, and making complaints. It also touches upon the public's responsibilities in engaging with the council.
• Article 4: The Council - This article defines the functions that can only be exercised by the full council meeting, such as adopting the constitution, approving the budget and policy framework, and electing the Leader. It also outlines the different types of council meetings.
• Article 5: Chairing the Council - This article details the procedural and civic/ceremonial roles of the Chair of the Council, emphasizing the need for an apolitical stance and efficient conduct of meetings.
• Article 6: The Cabinet - This article describes the role, composition, and functions of the Cabinet, which is responsible for making executive decisions. It outlines the appointment of the Leader and Portfolio Holders, and how the Cabinet carries out its duties.
• Article 7: Scrutiny Committees - This article details the roles of the Overview and Scrutiny Committee and the Performance and Audit Scrutiny Committee, focusing on their functions to hold the Cabinet to account, advise on policy development, and monitor performance.
• Article 8: Regulatory and Standards Committees - This section outlines the remit of regulatory committees, such as the Development Control Committee and the Licensing and Regulatory Committee, as well as the role of the Standards Committee in promoting high ethical standards among councillors.
• Article 9: Joint Arrangements and Working Groups - This article covers the council's ability to enter into arrangements with other bodies to promote economic, social, or environmental wellbeing, including joint committees and working groups.
• Article 10: Officers - This article details the management structure of the council's officers, including the functions of the Head of Paid Service, Monitoring Officer, and Chief Finance Officer, and their roles in ensuring lawful and fair decision-making.
• Article 11: Decision Making - This article sets out the principles of decision-making, including reasonableness, proportionality, and human rights considerations. It defines different types of decisions, including key decisions, and outlines the procedures for making them.
• Article 12: Finance, Contracts and Legal Matters - This article covers the financial management of the council, including rules for contracts, legal proceedings, and the authentication of documents.
• Article 13: Review and Revision of the Constitution - This article outlines the process for monitoring, evaluating, and making changes to the constitution.
• Article 14: Suspension, Interpretation, Maintenance and Publication of the Constitution - This article addresses the suspension of procedural rules, the interpretation of the constitution, its maintenance, and how it is made publicly available.
• Schedule 1: Description of Executive Arrangements - This schedule summarises the parts of the constitution that comprise the executive arrangements.

Functions and Responsibilities

The report pack also detailed the council's functions and responsibilities, outlining how these are divided between the Council and its Cabinet.

• Section 1: Responsibility for Local Choice Functions - This section identifies functions where the council has a choice as to whether they are functions of the Council or the Cabinet.
• Section 2: Responsibility for Council (Non-Executive) Functions - This section details how the council delegates responsibility for its non-executive functions, generally assuming that officers exercise these unless they require determination by councillors.
• Section 3: Responsibility for Executive Functions - This section outlines how executive functions are discharged, primarily by the Cabinet, Portfolio Holders, or delegated to officers.
• Section 4: Budget Setting and Medium-Term Planning, Budget Monitoring and Control and Resource Allocation - This section details the principles and responsibilities involved in the council's financial planning, budget monitoring, and resource allocation processes.
• Section 5: Scheme of Delegation to Officers - This section establishes how officers exercise delegated authority, outlining limitations and further delegation possibilities.
• Section 6: Member Role Descriptions - This section provides an overview of the expected roles and responsibilities of Ward Councillors, Cabinet Members, the Deputy Leader, and the Leader of the Council.

Rules of Procedure

A significant portion of the report pack was dedicated to the various rules of procedure governing how the council and its committees conduct their business.

• Council Procedure Rules and Petition Scheme - These rules govern the conduct of full council meetings, including public question time, motions, voting, and the process for handling petitions.
• Committee Procedure Rules - These rules set out the procedures for meetings of council committees and sub-committees, including quorums, attendance, debate, and voting.
• Cabinet Procedure Rules - These rules specifically govern the conduct of Cabinet meetings, including how executive decisions are made and the process for open forum and public speaking.
• Scrutiny Committees Procedure Rules - These rules detail the procedures for the Overview and Scrutiny Committee and the Performance and Audit Scrutiny Committee, including their work programmes, call-in procedures, and how members and officers are held to account.
• Access to Information Procedure Rules - These rules outline the public's rights to attend meetings, access agendas, reports, minutes, and background papers, and the procedures for excluding the public when confidential or exempt information is discussed.
• Officer Employment Procedure Rules - These rules cover the recruitment, appointment, and disciplinary procedures for council officers.
• Budget and Policy Framework Procedure Rules - These rules detail the processes for developing and adopting the council's budget and policy framework, including consultation and decision-making procedures.
• West Suffolk Financial Procedure Rules - These rules provide a framework for the administration of the council's financial affairs, covering banking, expenditure, income, contracts, treasury management, and staffing.
• West Suffolk Contract Procedure Rules - These rules set out the procedures for the commissioning, procurement, and contract management of goods, works, and services, including thresholds, award procedures, and notice requirements.

Codes and Protocols

The report pack also included various codes and protocols designed to guide the conduct of councillors and officers.

• Suffolk Code of Conduct - This code sets out the general principles of conduct expected of all councillors, emphasizing integrity, honesty, fairness, and leadership.
• Code of Conduct for Employees - This code outlines the expected standards of behaviour for council employees, covering areas such as service delivery, political neutrality, relationships, and the use of resources.
• Member and Officer Protocol - This protocol aims to foster effective working relationships between councillors and officers, clarifying their respective roles and responsibilities.
• West Suffolk Planning Code of Practice - This code provides guidance on transparency and fairness in the determination of planning applications, addressing issues such as predetermination and member/officer relations.
• West Suffolk Licensing Code of Practice - This code outlines principles for fair and impartial decision-making in licensing matters, including guidance on member conduct, lobbying, and committee hearings.

Members' Allowances Scheme

Finally, the report pack included the West Suffolk Council Members' Allowances Scheme, which details the basic allowance, special responsibility allowances, and expenses that members are entitled to claim for undertaking their duties.