(a) To consider the following Notice of Motion to be proposed by Councillor Tippett-Cooper and seconded by Councillor Tod:
“Winchester City Council is committed to welcoming asylum seekers and refugees to our District and including them in our activities. The people in our district have shown kindness and openness in recent months with huge support when donations for evacuees from Afghanistan were needed. We are also a district with a rich network of organisations providing support to the most vulnerable in our society. As a Council, we recognise the importance of reflecting this spirit of our community and core values of openness, kindness and respect for others. Winchester City Council also recognises asylum seekers’ and refugees’ potential contribution to our district, and also recognises that a co-ordinated and forward-looking approach is needed if the welfare of people moving into the town, and community cohesion between new and existing communities, are to be supported effectively.
To this end, we resolve to:
· Support organisations such as the University of Winchester (which is a University of Sanctuary), the community group Winchester City of Sanctuary, the Southampton & Winchester Visitors Group, Hampshire Cultural Trust and other key charities and community groups in their work to make Winchester a place of sanctuary;
· Welcome to Winchester district those fleeing violence and persecution in their own countries;
· Value the contribution those seeking sanctuary can make to our District;
· Support taking practical steps, in dialogue with the organisations above, to welcome and integrate all people into our communities, activities and culture;
· Challenge anti-refugee and anti-migrant attitudes wherever they are found and support the Southampton and Winchester Visitors Group and Winchester City of Sanctuary in the promotion of the Together With Refugees campaign calling for a fairer, kinder and more effective approach to supporting refugees in the UK;
· Nominate a current Councillor(s) to act as a “Sanctuary Champion(s)”, who will endeavour to communicate with the organisations listed above to explore how we can develop further ideas to support asylum seekers and refugees who are resettled in our district;
· We are willing for our organisation’s name to be added to a list of supporters of City of Sanctuary.
(b) To consider the following Notice of Motion to be proposed by Councillor Godfrey and seconded by Councillor Horrill:
“This Council commits to clearly demonstrate that it is open and transparent in all its decision-making, specifically by:
· Properly consulting all councillors and the public before making any significant decisions about council projects or other major financial transactions.
· Within 12 months of a decision being made, publishing without restriction all papers used to support decisions on projects and other major financial transactions that were marked as exempt from publication at the time of the decision unless Full Council decides that these papers should remain exempt for a further 12 months.
· Recording the discussions, submissions and decisions at all meetings attended by any person outside Winchester City Council and, where those meetings relate to any decision made afterwards, for these records to be available to all councillors within 2 weeks and to the public within 12 months of the meeting unless Full Council decides that these papers should remain exempt for a further 12 months.
· Stopping the use of Non-Disclosure Agreements that councillors have been required to sign before being able to see some Council or Committee papers and to cancel any indemnity clauses in such Non-Disclosure Agreements previously signed by serving Councillors.”
Minutes:
(a) In accordance with Council Procedure Rule 10, a Motion had been submitted by Councillor Tippett-Cooper as follows. The Motion was seconded by Councillor Tod.
“Winchester City Council is committed to welcoming asylum seekers and refugees to our District and including them in our activities. The people in our district have shown kindness and openness in recent months with huge support when donations for evacuees from Afghanistan were needed. We are also a district with a rich network of organisations providing support to the most vulnerable in our society. As a Council, we recognise the importance of reflecting this spirit of our community and core values of openness, kindness and respect for others. Winchester City Council also recognises asylum seekers’ and refugees’ potential contribution to our district, and also recognises that a co-ordinated and forward-looking approach is needed if the welfare of people moving into the town, and community cohesion between new and existing communities, are to be supported effectively.
To this end, we resolve to:
· Support organisations such as the University of Winchester (which is a University of Sanctuary), the community group Winchester City of Sanctuary, the Southampton & Winchester Visitors Group, Hampshire Cultural Trust and other key charities and community groups in their work to make Winchester a place of sanctuary;
· Welcome to Winchester district those fleeing violence and persecution in their own countries;
· Value the contribution those seeking sanctuary can make to our District;
· Support taking practical steps, in dialogue with the organisations above, to welcome and integrate all people into our communities, activities and culture;
· Challenge anti-refugee and anti-migrant attitudes wherever they are found and support the Southampton and Winchester Visitors Group and Winchester City of Sanctuary in the promotion of the Together With Refugees campaign calling for a fairer, kinder and more effective approach to supporting refugees in the UK;
· Nominate a current Councillor(s) to act as a “Sanctuary Champion(s)”, who will endeavour to communicate with the organisations listed above to explore how we can develop further ideas to support asylum seekers and refugees who are resettled in our district;
· We are willing for our organisation’s name to be added to a list of supporters of City of Sanctuary”
Councillor Tippett-Cooper introduced his motion and Council then proceeded to ask questions and debate the Motion.
At conclusion of debate, Members were unanimous in its support of the motion. Members particularly highlighted that the motion formalised the existing support to those in need that was provided by the council and local communities and also the demonstrated willingness to welcome refugees to the district.
RESOLVED:
That this Council:
1. Supports organisations such as the University of Winchester (which is a University of Sanctuary), the community group Winchester City of Sanctuary, the Southampton & Winchester Visitors Group, Hampshire Cultural Trust and other key charities and community groups in their work to make Winchester a place of sanctuary;
2. Welcomes to Winchester district those fleeing violence and persecution in their own countries;
2. Values the contribution those seeking sanctuary can make to our district;
3. Supports taking practical steps, in dialogue with the organisations above, to welcome and integrate all people into our communities, activities and culture;
4. Challenges anti-refugee and anti-migrant attitudes wherever they are found and support the Southampton and Winchester Visitors Group and Winchester City of Sanctuary in the promotion of the Together With Refugees campaign calling for a fairer, kinder and more effective approach to supporting refugees in the UK;
5. Nominates a current Councillor(s) to act as a “Sanctuary Champion(s)”, who will endeavour to communicate with the organisations listed above to explore how we can develop further ideas to support asylum seekers and refugees who are resettled in our district;
6. Are willing for our organisation’s name to be added to a list of supporters of City of Sanctuary.
(b) In accordance with Council Procedure Rule 10, a Motion had been submitted by Councillor Godfrey as follows. The Motion was seconded by Councillor Horrill.
“This Council commits to clearly demonstrate that it is open and transparent in all its decision-making, specifically by:
· Properly consulting all councillors and the public before making any significant decisions about council projects or other major financial transactions.
· Within 12 months of a decision being made, publishing without restriction all papers used to support decisions on projects and other major financial transactions that were marked as exempt from publication at the time of the decision unless Full Council decides that these papers should remain exempt for a further 12 months.
· Recording the discussions, submissions and decisions at all meetings attended by any person outside Winchester City Council and, where those meetings relate to any decision made afterwards, for these records to be available to all councillors within 2 weeks and to the public within 12 months of the meeting unless Full Council decides that these papers should remain exempt for a further 12 months.
· Stopping the use of Non-Disclosure Agreements that councillors have been required to sign before being able to see some Council or Committee papers and to cancel any indemnity clauses in such Non-Disclosure Agreements previously signed by serving Councillors.”
Councillor Godfrey introduced his Motion and Council then proceeded to ask questions and debate the Motion. In summary, the following matters were raised:
· Some Members raised concern of the use of Non-Disclosure Agreements regarding exempt and confidential information that was required to be provided to Members as part of the decision making process.
· Other areas of the motion referred to the council being open and transparent in all its decision-making and it was highlighted that various improvements to this had included introduction of public questions at council, streaming and videoing meetings and regular open forum meetings.
· Some other areas of the motion may require further discussion regarding their legality and the practicality and resource implications although processes to review previously exempt information were already in place however their implementation had been delayed due to the pandemic.
AMENDMENT – Movedby Councillor Cutler and seconded by Councillor Thompson as follows (changes shown in bold):
“This Council asks that the Audit and Governance Committee review that the Council commits to clearly demonstrate that it is open and transparent in its decision making, specifically by:
· Properly consulting all councillors and the public before making any significant decisions about council projects or other major financial transactions.
· Within 12 months of a decision being made, publishing without restriction all papers used to support decisions on projects and other major financial transactions that were marked as exempt from publication at the time of the decision unless Full Council decides that these papers should remain exempt for a further 12 months.
· Recording the discussions, submissions and decisions at all meetings attended by any person outside Winchester City Council and, where those meetings relate to any decision made afterwards, for these records to be available to all councillors within 2 weeks and to the public within 12 months of the meeting unless Full Council decides that these papers should remain exempt for a further 12 months.
· Stopping the use of Non-Disclosure Agreements that councillors have been required to sign before being able to see some Council or Committee papers and to cancel any indemnity clauses in such Non-Disclosure Agreements previously signed by serving Councillors.
And that in their considerations the Audit and Governance Committee review the legality, practicality and resource implications of these specific proposals.”
Council proceeded to ask questions and debate the Amendment. In summary the following matters were raised:
· Some commercially and personally sensitive information should be managed appropriately, however the expectation should be for disclosure wherever possible. However, reviewing this information at full council was not practical.
· To create a record of all meetings with outside organisations and with individuals would be inappropriate in most cases and would create an unacceptable level of bureaucracy.
· It was appropriate to revisit what may be practical to further increase the council’s commitment to being open and transparent by having further discussion of the motion at the Audit and Governance Committee.
· Regarding the third part of the motion, the only discussions that should be recorded were those that concluded with the council committing to expenditure. The remaining three elements of the motion were not controversial and should be accepted without referral to the Audit and Governance Committee.
· Not all councils release exempt information to all Members.
· The council’s code of conduct already obliged Members to keep exempt information confidential.
· Non-Disclosure Agreements indemnified each individual for the council’s losses and should therefore be released as soon as possible.
AMENDMENT CARRIED
Council then voted on the substantive motion (original motion as amended).
substantive motion carried
RESOLVED:
This Council asks that the Audit and Governance Committee reviewthat the Council commits to clearly demonstrate that it is open and transparent in its decision making, specifically by:
· Properly consulting all councillors and the public before making any significant decisions about council projects or other major financial transactions.
· Within 12 months of a decision being made, publishing without restriction all papers used to support decisions on projects and other major financial transactions that were marked as exempt from publication at the time of the decision unless Full Council decides that these papers should remain exempt for a further 12 months.
· Recording the discussions, submissions and decisions at all meetings attended by any person outside Winchester City Council and, where those meetings relate to any decision made afterwards, for these records to be available to all councillors within 2 weeks and to the public within 12 months of the meeting unless Full Council decides that these papers should remain exempt for a further 12 months.
· Stopping the use of Non-Disclosure Agreements that councillors have been required to sign before being able to see some Council or Committee papers and to cancel any indemnity clauses in such Non-Disclosure Agreements previously signed by serving Councillors.
And that in their considerations the Audit and Governance Committee review the legality, practicality and resource implications of these specific proposals.