190913Item5AAPlanningCommitteeStandingOrdersCover

CAIRNGORMS NATION­AL PARK AUTHOR­ITY Plan­ning Com­mit­tee Agenda Item 5 13/09/2019

CAIRNGORMS NATION­AL PARK AUTHOR­ITY PLAN­NING COMMITTEE

FOR DECISION Title: REVIEW OF PLAN­NING COM­MIT­TEE STAND­ING ORDERS Pre­pared by: DAV­ID CAMER­ON, DIR­ECT­OR OF COR­POR­ATE SER­VICES GAV­IN MILES, HEAD OF PLAN­NING & COMMUNITIES

Pur­pose This paper presents a review of the Plan­ning Com­mit­tee Stand­ing Orders for con­sid­er­a­tion by the Com­mit­tee, fol­low­ing agree­ment of revised Stand­ing Orders for the Cairngorms Nation­al Park Author­ity at the Board meet­ing of 14 June 2019.

Recom­mend­a­tions The Plan­ning Com­mit­tee is asked to: a) Con­sider the review of the Plan­ning Com­mit­tee Stand­ing Orders presen­ted with this paper. b) Con­sider wheth­er fur­ther review of the Committee’s Stand­ing Orders is required or wheth­er the ver­sion now presen­ted, sup­ple­men­ted by any amend­ments agreed by the Com­mit­tee at its meet­ing, may now be presen­ted to the Board for ratification.

Exec­ut­ive Summary

1. The Board agreed revised Stand­ing Orders for oper­a­tion of the Cairngorms Nation­al Park Author­ity Board and its Com­mit­tees at its meet­ing on 14 June 2019. These Stand­ing Orders are presen­ted at Annex 2 to this paper for inform­a­tion and ease of ref­er­ence. Mem­bers noted in June that a review of Plan­ning Com­mit­tee Stand­ing Orders was required in order to ensure effect­ive gov­ernance and con­sist­ency in oper­a­tions between the Board and Plan­ning Com­mit­tee Stand­ing Orders.

2. This paper presents a review of the Plan­ning Committee’s Stand­ing Orders adop­ted in May 2014. The pro­posed amended Plan­ning Com­mit­tee Stand­ing Orders are presen­ted in Annex I to this paper.

3. The Com­mit­tee is invited to review the update of the Plan­ning Com­mit­tee Stand­ing Orders; to con­sider wheth­er any fur­ther amend­ments are required; and to con­sider wheth­er the Com­mit­tee Stand­ing Orders, sup­ple­men­ted by any amend­ments, are now appro­pri­ate for sub­mis­sion to the Board for rat­i­fic­a­tion. It is sug­ges­ted that any rel­at­ively minor amend­ments required by Com­mit­tee mem­bers may be incor­por­ated by the Dir­ect­or of Cor­por­ate Ser­vices and Head of Plan­ning for dir­ect sub­mis­sion to

the Board, where­as any major amend­ments may require fur­ther review by the Plan­ning Com­mit­tee for spe­cif­ic agree­ment pri­or to sub­mis­sion to the Board.

Sum­mary of Amend­ments to Cur­rent Stand­ing Orders

1. This sec­tion details the sug­ges­ted amend­ments made to the cur­rent stand­ing orders, with explan­a­tions of changes where appro­pri­ate. Changes made are also high­lighted in track changes in Appendix 1. a) Para 2: cla­ri­fic­a­tion that the Com­mit­tee will be respons­ible for agree­ing its pro­vi­sion­al meet­ing dates and ven­ues. b) Para 7: sig­ni­fic­ant change to deal with capa­city of Plan­ning Com­mit­tee to sus­pend the Stand­ing Orders endorsed by the Board. Lim­its the sus­pen­sion of stand­ing orders to mat­ters of quor­um for con­sid­er­a­tion of spe­cif­ic items of busi­ness, with agreed quor­um of 10 mem­bers still required to take decision to effect­ively reduce quor­um for spe­cif­ic items of busi­ness. Changes include a sug­ges­ted required min­im­um of sev­en mem­bers to remain present for any indi­vidu­al item of busi­ness. Note, these revised pro­vi­sions may be broken into a num­ber of para­graphs for clar­ity of read­ing in the final ver­sion. How­ever, to avoid con­fu­sion in cross-ref­er­en­cing with changes in para­graph num­ber­ing, the amend­ments have all been included in a single para­graph for the Committee’s con­sid­er­a­tion. c) Para 10: cor­rect­ing present­a­tion only. d) Paras 11 to 12: change ref­er­ence point of eli­gib­il­ity for mak­ing oral rep­res­ent­a­tions from the date of call-in to the rel­ev­ant Com­mit­tee date. e) Para 13: cla­ri­fic­a­tion of pro­cess for identi­fy­ing rep­res­ent­at­ives to address Com­mit­tee where groups with sim­il­ar points can­not agree this with­in the group. f) Para 25: poten­tial for a mem­ber to request or Con­ven­or to decide an adjourn­ment is required to seek pro­fes­sion­al and / or leg­al assist­ance on the word­ing or com­pet­ence of a poten­tial motion, togeth­er with expli­cit pro­vi­sion for meet­ing adjourn­ment in cases where word­ing of a motion or amend­ment requires to be writ­ten down and agreed. g) Para 31: cla­ri­fic­a­tion of the pre­ced­ence in ter­min­o­logy of ​“ori­gin­al motion” where pro­posed minute or recom­mend­a­tion is moved and seconded. h) Para 33: cla­ri­fic­a­tion and expli­cit state­ment of pro­cess of speak­ing to and vot­ing on amend­ments and ​“ori­gin­al motions”. i) Para 35: cla­ri­fic­a­tion of pro­cess should an item of busi­ness be ​“put to a motion” by mem­bers. j) Para 40: cla­ri­fic­a­tion that oper­a­tion­al decision-mak­ing by the officer group is not covered by the require­ment to estab­lish a scheme of del­eg­a­tion, and of the typ­ic­al activ­it­ies which are deemed oper­a­tion­al in nature. k) Para 41 (deleted): sug­ges­ted remov­al of this para­graph as sus­pen­sion of stand­ing orders is now lim­ited to quor­um mat­ters and this is provided for elsewhere.

2. The Com­mit­tee is invited to con­sider the appro­pri­ate­ness and adequacy of these amend­ments and wheth­er any fur­ther changes to stand­ing orders are required.

CAIRNGORMS NATION­AL PARK AUTHOR­ITY Plan­ning Com­mit­tee Agenda Item 5 13/09/2019

Next Steps

1. The Stand­ing Orders require to be sub­mit­ted to the Board for approv­al once the Plan­ning Com­mit­tee is sat­is­fied that they meet the Committee’s require­ments. As such, the Com­mit­tee is reques­ted to con­sider wheth­er the draft amended stand­ing orders, sup­ple­men­ted by any amend­ments approved by the Com­mit­tee at its meet­ing, may now be presen­ted to the Board for approval.

2. The Stand­ing Orders for the Com­mit­tee set out how the Com­mit­tee con­ducts its busi­ness. As a com­ple­ment­ary part of the review of the gov­ernance of the Board and its Com­mit­tees, there may be mer­it in con­sid­er­ing the scope of the Committee’s work and its terms of reference.

Dav­id Camer­on 2 Septem­ber 2019 davidcameron@​cairngorms.​co.​uk