The Governance Committee of Havering Council convened to discuss several key issues, including polling place changes, constitutional reviews, staff member voting rights on the Pensions Committee, and the governance of Mercury Land Holdings (MLH). The committee endorsed a change to a polling place, recommended constitutional amendments for approval by the full council, and agreed to allow voting rights for a staff representative on the Pensions Committee. Additionally, the committee requested a briefing on the governance and direction of MLH.

Constitutional Review and Governance Matters

The committee agreed to submit revised sections of the constitution to the Full Council for consideration and adoption, incorporating comments and recommendations made during the meeting.

The Monitoring Officer presented ongoing work on the constitution, including sections under review and planned reviews for the upcoming year. While changes to the Planning Procedure Rules were delayed due to anticipated national revisions, the Contract Procedure Rules were expected to be ready for review in February.

The Access to Information Procedure Rules had been reordered for clarity, and a revised Member Complaints Process, including a new viability stage, had been developed. A councillor suggested reviewing the Council and Overview & Scrutiny Procedure Rules before the local elections. The Monitoring Officer agreed to assess what aspects of the Council Procedure Rules could be reviewed before the elections, potentially including motions, voting, prayers, and refreshment breaks. The Constitution Working Party could also consider rules around motion wording, amendments, and the handling of condolences for deceased former members, perhaps through a Group Leaders meeting to decide who would offer condolences.

The committee acknowledged the possibility of arranging training for all members on the Member Complaints Process. The Monitoring Officer would also consider the Governance Committee reviewing anonymised complaint samples.

Pensions Committee - Staff Member Voting Rights

The committee agreed that the Monitoring Officer should amend the constitution to allow voting rights for a duly elected staff representative on the Pensions Committee, with the revised section to be submitted to the Full Council for approval. This decision followed a previous agreement by the Governance Committee to establish such a process.

The Monitoring Officer was tasked with confirming whether the new voting member would need to disclose interests at each meeting or if this could be managed differently. To ensure a diverse pool of applicants, it was suggested that nominations be rejected if candidates had not completed the required pensions training. The proposed term of office for these members and the mechanism for their removal, if necessary, would also be verified.

Individual Polling Place Review

The committee endorsed the change of polling place for Polling District SQ3 (Squirrels Heath Ward) from Gidea Park Library to Squirrels Heath School, following the library's closure. All other polling districts and polling places would remain unchanged. The Full Council was asked to approve the Governance Committee's decision at its meeting on 21 January 2026.

Officers noted that the proposed location was considered more convenient for residents and had been approved by local ward councillors, with no objections received from members. While efforts were made to provide parking spaces at polling places, many residents lived within walking distance or had resident parking permits. The School Streets scheme¹ would remain in effect on election days. It was confirmed that several local churches were already in use as polling stations for different districts. Although fewer schools were now used as polling stations overall, it was deemed the best option in this instance. In the event of a by-election with lower turnout, it was hoped that schools used as polling stations could remain open.

Mercury Land Holdings Governance

The Monitoring Officer delivered a presentation on the governance of Mercury Land Holdings (MLH), a wholly owned subsidiary of the council. This presentation followed a recent council motion that the company should focus on social housing.

MLH was established in May 2015 with no set term of office, receiving loans from the council to purchase land. After construction and sales, the company would repay the loans with interest. Currently, MLH has charges or mortgages on six areas, and its business plan requires annual approval by the Cabinet, subject to scrutiny and call-in if necessary.

The company is restricted from expanding operations outside of Havering, and major expenditures are strictly controlled. It was suggested that an additional director of MLH could be appointed alongside the Council Chief Executive, reporting regularly to the Audit and Governance Committees. Appointing a councillor as a director was not recommended due to potential conflicts of interest. The Chartered Institute of Public Finance and Accountancy had reviewed MLH governance and found it satisfactory.

It was noted that national targets for the percentage of affordable housing had recently been reduced. A member suggested that directors should have a fixed term of office and be appointed by the Cabinet or the Appointments Sub-Committee.

The committee agreed to arrange a Members Briefing on the governance and direction of travel of MLH.