The Constitution Working Group will consider a report that concludes its review into the way the Council manages its relationships with outside bodies, and sets out how they will work in future. The group will also receive a presentation on the proposed review of the Council's partnership policy. Finally, there will be a recap of a previous discussion on the thresholds that govern how much money council officers can move between different budgets.

Outside Bodies Review

The Constitution Working Group will consider a report that concludes its review of the Council's relationship with Outside Bodies. The report says the Council:

does not currently hold complete information regarding the Outside Bodies, such as a Constitution, Business Plan, Outcomes etc.

The report recommends that in future the Council should only maintain its relationship with outside bodies that meet all of the following criteria:

• There is a clear link with the aims and objectives in the Council's Corporate Plan.
• There is a clear role for the Councillor that will add value to the Outside Body and the Council.
• It is an active membership, meeting more than twice per year.
• If officer support is required, it can be adequately provided.
• The Outside Body has a clear Constitution, Terms of Reference and Business Plan.
• It is considered a partnership, rather than a standard meeting of another organisation.

The report recommends that the Council should no longer send representatives to 16 existing Outside Bodies. It lists the 16 remaining bodies that it thinks should continue to receive Councillors, and lists the Councillors who are currently appointed to each. The Council's involvement with the Shepway Board of the Armed Forces Covenant is considered in detail. The report acknowledges that it does not meet the new criteria, but recommends their involvement should continue because:

for purposes of showing the council’s strength of commitment, it would remain

The report also recommends that new applications to create or join Outside Bodies should be approved by the Leader and Chief Executive of the Council.

Proposed Partnership Policy review

The Constitution Working Group will receive a presentation on a proposed review of the Council's Partnership Policy¹.

The document says that:

F&HDC currently has a Partnership Policy and Register, updated April 2023

It proposes a review of that policy be conducted during February and March 2025, with the findings reported back to the Constitution Working Group in April 2025.

Virements/financial thresholds

The Constitution Working Group will discuss virements² and financial thresholds, following on from a previous discussion at their meeting on 4 October 2024. The meeting will discuss the following points:

• The Head of Paid Service can currently move money within their payroll budget.
• Chief Officers can currently move money within and between budget headings up to a limit of £25,000.
• Movements of money between £25,000 and £100,000 must be agreed by the relevant Director and the council's Section 151 Officer³, in consultation with the relevant Committee Chair.
• Movements of money over £100,000 must be agreed by the relevant committee.