240913Paper5 Election of Planning Deputy Convener

Form­al Board Paper 5

13 Septem­ber 2024

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For decision

Title: Stand­ing orders: Elec­tion of Plan­ning Com­mit­tee Deputy Convener

Pre­pared by: Dav­id Camer­on, Deputy Chief Exec­ut­ive and Dir­ect­or of Cor­por­ate Services

Pur­pose

1. This paper noti­fies the board of the Plan­ning Com­mit­tee Deputy Convener’s upcom­ing end of term of appoint­ment and of the elec­tion pro­cess for this role.

Recom­mend­a­tions

1. The Board is asked to:
   • a) Agree the pro­cess for elec­tion of the Plan­ning Com­mit­tee Deputy Con­vener, as set out in this paper.

Inform­a­tion

1. The terms of office of the cur­rent Plan­ning Com­mit­tee Deputy Con­vener comes to an end on 08 Decem­ber 2024. This paper there­fore gives noti­fic­a­tion to the board of the require­ment to elect a mem­ber of the board to the role of Pan­ning Com­mit­tee Deputy Convener.

2. The elec­tion is pro­posed to fol­low the same pro­cess as that adop­ted by the board for elec­tions in 2023 of the Board Con­vener, Board Deputy Con­vener and Plan­ning Com­mit­tee Con­vener. These elec­tions were held elec­tron­ic­ally, avoided the need to sched­ule the elec­tion at the time of a meet­ing and enabled all mem­bers to par­ti­cip­ate in the vote irre­spect­ive of their abil­ity to be present on a spe­cif­ic date, while retain­ing full anonym­ity of votes cast.

3. The pro­posed elec­tion pro­cess will begin with the Prop­er Officer seek­ing nom­in­a­tions and seconds for mem­bers to stand as a can­did­ate for the role of Plan­ning Com­mit­tee Deputy Con­vener. This will be under­taken by email. A peri­od of 10 work­ing days from the open­ing of the pro­cess will be allowed for nom­in­a­tions and seconds to be sub­mit­ted to the Prop­er Officer.

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1. On close of the pro­cess, where there are two or more can­did­ates then the Prop­er Officer will arrange for can­did­ates’ per­son­al state­ments to be cir­cu­lated and for a bal­lot to be held.

2. Bal­lots will be under­taken using an elec­tron­ic plat­form. The bal­lot will be open for 48 hours.

3. The bal­lot will use a single trans­fer­rable vote sys­tem as adop­ted in Stand­ing Orders.

4. It is pro­posed that the elec­tion would take place dur­ing Novem­ber 2024. This will allow the elec­tion to be com­pleted pri­or to the end of the cur­rent appoint­ment and also in time for brief­ings in advance of the sched­uled Plan­ning Com­mit­tee meet­ing of 13 Decem­ber 2024.

5. The illus­trat­ive timetable for the elec­tion pro­cesses fol­low­ing on from the above pro­pos­als would there­fore be as follows:

6. Monday 11 Novem­ber — open call for nom­in­a­tions and seconds for can­did­ates for the office of Plan­ning Com­mit­tee Deputy Convener.

7. Monday 25 Novem­ber at noon nom­in­a­tion pro­cess closes.

8. Monday 25 Novem­ber close of busi­ness — can­did­ate state­ments are cir­cu­lated where there are two or more can­did­ates for the role; res­ults announced where there is only a single can­did­ate for the role.

9. Tues­day 26 Novem­ber — elec­tron­ic bal­lot opened where required.

10. Wed­nes­day 27 Novem­ber — elec­tron­ic ballot(s) to close.

11. Thursday 28 Novem­ber — res­ult of ballot(s) announced.

Dav­id Camer­on Deputy CEO and Dir­ect­or of Cor­por­ate Services