Issue - meetings

Report of the Head of Regulation and Compliance

Reasons for the Decision:

The Working Group has recommended that the Overview and Scrutiny Committee (Regulatory, Compliance and Corporate Services) and the Cabinetconsider the submissions detailed in paragraph 6 and Appendix 3 of the Final Report and determine the most appropriate course of action thereon.

Alternative Options Considered and Rejected:

No alternative options were considered. The Overview and Scrutiny Committee (Regulatory, Compliance and Corporate Services) established the Working Group to review the findings of  ...  view the full minutes text for item 65

Report of the Head of Regulation and Compliance

(NOTE: This report was considered by the Overview and Scrutiny Committee (Regulatory, Compliance and Corporate Services at its meeting held on 12 September 2017.

The Committee resolved that the options contained in paragraph 6 and Appendix 3 to the report be referred to Cabinet for determination; and

Councillor Hands (Chair) and Councillor Booth (Vice-Chair) of the Area Committee have requested that this report be considered at this meeting) 

The Committee considered the report of the Head of Regulation and Compliance, which formally presented the final report of the Area Committees Working Group.

The report had been considered by the Overview and Scrutiny Committee (Regulatory, Compliance and Corporate Services) at its meeting held on 12 September 2017 which had resolved that the options contained in paragraph 6 and Appendix 3 to the report be referred to Cabinet for determination on 5 October 2017.

Councillor Hands (Chair) and Councillor Booth (Vice Chair) of Southport Area Committee had requested that this report be considered at this meeting of the Area Committee.

Following debate it was

RESOLVED:

That it be put on record that:

1.     the Southport Area Committee appreciates the work done by the Area Committee’s Working Group under Lead Member, Councillor Carla Thomas;

2.     believes that the process and consultation process was both extensive and inclusive and deals with the issues in a pragmatic manner;

3.     considers that the report clearly indicates significant differences within the Borough and as a consequence does not feel it appropriate to make any observations on any of the other Area Committees in Sefton;

4.     believes that the report clearly indicates that the situation in respect of the Southport Area Committee is unique and that the result of the consultation process shows that there is wide-spread support for the Southport Area Committee amongst both elected members and the public;

5.     reaffirms its belief, that particularly in the absence of a Town and/or Parish Council system that applies in many other areas of the Borough, the Southport Area Committee represents the only democratic mechanism by which the public can be involved and also stresses the advantages that having services such as the Police in attendance, brings great added value as well as the presentations by other bodies and by aspects of the Council’s own services;

6.     these factors demonstrate that it is extremely important to retain the Southport Area Committee and in addition, the time is now appropriate to consider extending both the number of meetings held, together with further consideration by Sefton of additional service areas, together with the relevant budgets being delegated to the Southport Area Committee; and

7.     expresses the view very firmly that the proposals contained in the report, which would effectively abolish the Southport Area Committee would represent a very retrograde step and would be bound to heighten the tensions within the Borough to the detriment of the public.

Report of the Head of Regulation and Compliance

TO FOLLOW

Further to Minute No. 15 (2) of 13 September 2016 the Committee considered the report of the Head of Regulation and Compliance that presented formally the final report of the Area Committees Working Group.

The Working Group was established with the following Terms of Reference and Objectives:-

·       Review the findings of the public consultation exercise undertaken on the role of Area Committees, and the other issues set out in the report submitted to the Cabinet on 23 June 2016

·       Review modern methods of engagement between councils and their councillors and councillors and their communities, including the operation of community forums by other local authorities, the use of social media and guidance on its use

·       To consider whether a programme of communication training for members should be developed with particular emphasis on the social media aspects of modern communication in their role as ‘Community Champions’

·       Review ways of communicating information about councillors’ expenditure in their wards and associated decision making processes

·       To consider whether a system of escalation for the public where a councillor cannot be contacted, does not respond to contact or does not make themselves available for surgeries etc. can be developed

·       To consider whether methods for citizens to formally engage with its Council are made as simple and effective as possible through the provisions within the Council Constitution for petitions, questions attendance at meetings etc.

·       To consider how section 106 and Community Infrastructure Levy funding would be spent in a revised Area Committee structure

·       To consider the remit of Area Committees

The Working Group met on numerous occasions to undertaken such review and its Final Report was attached as an appendix to the report. At its final meeting the Working Group considered submissions from Councillors Jamieson, McGuire and Thomas and such submissions are detailed in paragraph 6 and Appendix 3 of the Final Report. The Working Group recommended that the Overview and Scrutiny Committee consider the submissions detailed in paragraph 6 and Appendix 3 and determine the most appropriate course of action thereon.

Councillor Carla Thomas, Lead Member of the Working Group presented the Working Group’s Final Report to the Committee.

Members of the Committee asked questions/made comments on the following issues:-

·       It was acknowledged that all three Area Committees were different and that some worked better than others; that Southport Area Committee operated well and that the Final Report reflected this; that the frequency of Area Committee meetings may need to be increased; disagreement was made to the statement “Bearing in mind the generally negative comments of witnesses to the current structure” contained in Councillor Thomas’s preamble to her recommendation on page 79 of the Final Report; that there was no need for change regarding Southport Area Committee; that Area Committees should be better publicised; and that a one size fits all approach should not be adopted and that Southport Area Committee should remain in its current form

·       Concern was expressed about recommendation (3) C made by Councillor Thomas relating to complaints from constituents about elected Members  ...  view the full minutes text for item 15