Agenda and draft minutes

To approve the record of the meeting held on 8 February 2011.

The record of the meeting held on 8 February 2011 was agreed and signed by the Chairman as a correct record.

In addition, the record of the Joint Meeting of All Committees on 25 May was agreed and signed by the Chairman as a correct record. In doing so, the Committee noted that whilst the record of this Joint Meeting had not been circulated with the agenda, as those members present had previously had sight of the record at other Committee meetings, they were satisfied that they were a correct record and agreed that they could be signed by the Chairman.  

An apology for absence was received from Councillor Shaw. 

The Chairman will announce any late items which do not appear on the main agenda but which he/she has agreed should be considered by reason of special circumstances to be specified in the report. 

There were none. 

(a)               Personal interests under the Medway Code of Conduct.

A Councillor who declares a personal interest in a matter, including the nature of the interest, may stay, speak, and vote on the matter.

(b)               Prejudicial interests under the Medway Code of Conduct.

A Councillor who declares a personal and prejudicial interest in a matter, including the nature of the interest, must withdraw from the room and take no part in the debate or vote on the matter.

Councillors who have declared a personal and prejudicial interest may make representations, answer questions and give evidence before leaving the room but only if members of the public are allowed to attend for the same purpose.

If an interest is not declared at the outset of the meeting, it should be disclosed as soon as the interest becomes apparent.

There were none. 

The Chairman informed the Committee that since the last meeting on 8 February 2011, Ashley Davis, International Relations Manager had retired from Medway Council.

It was agreed that the Chairman on behalf of the Committee send a letter of appreciation to Ashley thanking him for the work that he had undertaken on behalf of the Committee.  

This report updates the Committee on the international relations initiatives that have taken place so far in 2011, overseen by each of the three international relations sub groups.

Discussion:

The Committee received a report setting out a summary of the various initiatives that had taken place to date in 2011, overseen by each of the three Sub-Groups.

The Head of Economic Development and Social Regeneration reported upon a number of the initiatives.

Members discussed the various activities being pursued by the three Sub Groups and noted that some activities had not required funding support from this Committee and were being organised independently of the Council. There was some concern that the inclusion of such activities in a report to this Committee, whether prior to, or after the activities had taken place, gave the impression that such activities had the support and backing of the local authority which was not always the case. It was therefore considered appropriate that the work of the three Sub Groups be re-assessed with a view to identifying specific responsibilities, objectives and aims.

The Committee also expressed the view that there were some areas of activities that whilst having worthwhile benefits, would be more appropriately placed elsewhere within the local authority in respect of administration and funding, in particular, there was a view that school visits and exchanges would be more appropriately placed within Children’s Services.

It was accepted that the level of interaction between, and involvement with, the twin/sister cities differed and that this was evidenced by the types of activities undertaken by the Sub Groups.

Reference was made to the recently signed agreement between Medway and Foshan (China) and it was generally considered that it would be beneficial for a similar agreement to be in place with Ito/Yokosuke (Japan) and Valenciennes (France), or if an agreement was already in place, for this to be reviewed and if necessary updated and setting out aims for the next 2 – 3 years.

The Committee also requested that as part of such review, Officers set up clear lines of contact with the twin/sister cities.

The Assistant Director, Development, Economy and Transport reminded the Committee that since the departure of the International Relations Manager, the staff resources available to undertake work on international relations matters had been reduced. Therefore, if the Committee was minded to recommend the Council to establish formal signed agreements with twin/sister cities in Japan and France along the lines of that in place for Foshan (China), this would have resource implications in terms of time and other associated expenditure. However, if the Committee was minded to approve the proposals suggested, it may be possible engage the former International Relations Manager for this work.

Whilst discussing the work of the various Sub Groups, reference was made to the fourth Sub Group relating to Medway’s links with Cadiz in Spain. It was noted that despite several attempts, it had not been possible to resurrect former links with Cadiz and therefore this link should remain dormant. There was therefore no requirement for the fourth Sub Group to continue.

Decision:

a)                 The programme of activities undertaken as part of Medway’s international relations links be noted;

b)  ...  view the full minutes text for item 354.

This report provides an overview of role of the International Relations Sub Groups.

Discussion:

Furthering the discussion on the work of the Sub Groups at Minute 354 above, the Head of Economic Development and Social Regeneration reported upon the work of the three Sub Groups, it being recognised that the fourth Group covering Cadiz (Spain) was now no longer operational.

He explained that the Sub Groups were made up of a number of interested persons covering the following twin/sister cities:-

-         Japan – Ito and Yokosuka

-         France – Valenciennes

-         China – Foshan – Chanchang District

When originally established, the International Relations Committee had agreed the level of interaction and co-operation with the twin/sister cities based on one of the following levels:-

-         Level 1 – Information Exchange

-         Level 2 – Academic/economic visits for policy/working practice exchange, plus cultural promotion and research activity

-         Level 3 – Academic/economic/cultural exchange of individuals/organisations/businesses. This includes formal student exchange, trade mission activity, consultation on infrastructure development.

The Head of Economic Development and Social Regeneration advised the Committee that it was general practice for the Sub Groups to meet and then report back to this Committee seeking either grant funding or endorsement for those activities to be undertaken.

The Committee discussed and supported the suggestion that there should be a full review of the Sub Groups, how they operate, their responsibilities and relationship with the International Relations Committee. To achieve this aim, it was suggested that representatives of the Sub Groups be invited to meet informally with members of the International Relations Committee with a view to presenting their key priorities and planned work programme for the next few months. In the meantime, Officers were asked to set up a clear framework for future operation of the Sub Groups.

The Democratic Services Officer advised that if the Committee wished to meet informally with the Sub Groups, any action arising from such informal discussions would be outside the formal Committee process and would therefore require a report back to a future meeting of the Committee.

The Head of Economic Development and Social Regeneration referred to the timing of such informal meetings bearing in mind the Committee’s desire to draw up more formal and updated agreements with the twin/sister cities along the lines of Foshan (China).

It was considered that the work to be undertaken on formalising agreements with the twin/sister cities could either take place prior to the formal meetings or be included as one of the areas of work with the Sub Groups.

Decision:

a)                 An informal meeting (or meetings) be set up with the Chairs and/or other representatives of the three Sub Groups to which all members of the International Relations Committee be invited to attend with a view to enabling each Sub Group to present its key priorities, planned work programme and the way in which the Sub Group intends to communicate with the International Relations Committee in the future.

b)                 Officers give consideration to the most appropriate method of achieving the work required on the formalisation or updating of the agreements with  ...  view the full minutes text for item 355.

This report sets out the proposed future headline priorities for the Committee.

Discussion

On the basis of the work identified by the Committee at Minutes 354 and 355 above, it was not considered appropriate for the Committee to give consideration to the proposed headline activities for each of the Sub Groups at this stage.

The Committee noted that at the commencement of the meeting the Democratic Services Officer had circulated a copy of the terms of reference of this Committee for information.

It was considered that the Committee’s terms of reference should also form the subject of a further report to a future meeting, it being noted that any significant change to the terms of reference would require the approval of the Council.

Decision:

a)                 Consideration of the report setting out the headline priorities for each of the Sub Groups be deferred on the basis of the discussions on the work of the Sub Groups at Minutes 354 and 355 above; and

b)                 A further report be submitted to the next meeting of the Committee on the Committee’s terms of reference and any modifications which may be required.