T H E R E C O R D O F D E CI SI O N S A N D C A L L - I N All decisions taken by members of the Cabinet (including the Mayor) and any Key Decisions taken by officers must be recorded and published as soon as reasonably practicable after the decision is taken. The Mayor makes the majority of his decisions at meetings of the Cabinet. The Record of Decisions is normally published on the Friday after the meeting. It is circulated to all Councillors and co-opted members. It is a public document that is available on our website and in libraries and Connections offices. 1 SO WHAT INFORMATION DOES IT INCLUDE? The Record of Decision sets out the decision that was made, the information that was considered and the alternative options that were considered and rejected when the decision was made. It also sets out whether the “call-in” process applies to the decision. WHAT’S CALL-IN? 2 The call-in process is one of the mechanisms which can be used to hold the Mayor to account. The purpose of call-in is to examine the decisions reached by the Mayor and the reasoning behind those decisions. The process enables further public debate to be held on the subject. Overview and scrutiny members can then consider whether the decision was appropriate and make recommendations accordingly. HOW DOES THE PROCESS WORK? Following the publication of the Record of Decisions any five Members of 3 the Council may request the Chief Executive to call-in a decision. If a decision relates to education, one of the signatories may be a statutory co-opted member of the Learning and Skills Scrutiny Board. A call-in request must be in writing and be submitted to the Chief Executive within five clear days of the publication of the decision. A form has been designed for Members to give notice of a call-in and this can be found on the Council’s IT network at W:\TCDOCS\Members’ Forms\Call In Notice.doc. HOW DOES THE PROCESS WORK? - CONTINUED Once a call-in request is received no further action can be taken in relation to the decision until the relevant scrutiny board has considered the issue. The scrutiny board must meet within 10 working days of the call-in request being received otherwise the original decision can be implemented. Once a call-in request is received, the Scrutiny Support Team will notify the following people: Mayor Cabinet Member (with responsibility for the matter being called-in if not the Mayor) Overview and Scrutiny Co-ordinator Relevant Scrutiny Lead Member Chief Executive Monitoring Officer Chief Financial Officer Commissioner (with responsibility for the matter being called-in) Executive Head (with responsibility for the matter being called-in) The Scrutiny Support Team will also liaise with the Communications Team about keeping members of the public informed. Before the meeting, the chairman of the relevant scrutiny board will consider whether the Mayor, the Cabinet Member and the relevant officers should be requested to attend the meeting to explain the reasons behind the decision and the alternative options which may have been rejected in reaching that decision. Stakeholders and/or representatives from interested parties may also be invited to attend the meeting to give their views on the matter. The first person to sign the call-in request (the Call-in Promoter) and at least two of the other signatories (the Call-in Supporters) must be present at the board meeting for the call-in request to be valid. Formal invitations to the meeting will be issued by the Scrutiny Support Team. Once the board has heard from all parties and following the debate, the board will have a number of options open to it: take no further action, refer the decision back to the Cabinet for reconsideration, or refer the decision to the Council. Full details of these options are contained within the Council’s Constitution.
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