Meeting documents

No apologies for absence were received.

No declarations of interest were received.

Steve Milton, Head of Community Governance, Wiltshire Council will talk to the group about Wiltshire Area Boards.  There will then be an opportunity for members to ask questions.

Papers: Briefing note on Wiltshire Area Boards

The Chairman welcomed Mr Steve Milton, Head of Community Governance, Wiltshire County Council to the meeting.

Mr Milton gave the following report;

In 2009 Wiltshire County Council became a Unitary authority which is now in its third operational year.  The next Unitary and Parish Council elections will take place in 2013.  Within Wiltshire County Council there are 18 Area Boards which is the new way of working to bring local decision making back into the heart of the community. 

There was initial concern about the size and structure of the Boards. The proposed boundary scheme for the Area Boards was included in the unitary submission. The Area Boards cover the main community areas/towns and the areas were arrived at following extensive research by a local historian taking ancient demographic boundaries and settlement points into account.

Part of the work was pre-recognition of the alignment of services in community areas.  There are some areas of Wiltshire which are very rural and the number of Councillors varies from areas to area.

The people who work with the Area Boards include councillors, community area managers, democratic service officers, representatives from the PCT, emergency services, the police, town and parish councils, the Chamber of Commerce and Tenant Residents Associations.

Mr Milton advised members the following;

• 51% of the agenda items are local decisions
• Formal recommendations are taken to Cabinet. 
• The Area Boards cannot take decisions which affect another community area.
• The Area Boards are a delegated device.  Decisions cannot be taken which are contrary to County Council policy.
• There is an average of 60 attendees at each Area Board meeting which varies according to agenda items.
• The Area Boards have delegated budgets (£1.5million annually)
• A devolved budget/grant scheme is used to approve local projects (major and minor)
• There a Councillor initiative scheme (a community plan with priorities)
• Each Area Board has a dedicated Community Area manager who supports the Area Board in the community leadership role across boundaries.
• There is a multi agency remit which provides a good understanding of the provision of local services
• Members of the public are invited to sign up to receive information via email and a newsletter.  There are currently 12,600 members signed up to the networks.
• The use of social media sites has been launched
• Any community issues for the Area Boards to consider can be submitted via an on-line system.  These issues can be escalated if necessary.
• The Department of Governance has a service directly attached to each Area Board to mediate conflicts.
• The Area Boards have support from a Democratic Service Officer
• A member of Cabinet attends each Area Board on a rotational basis of 18 months. 
• The Leader of the County Council visits the Area Boards.  Question and answer sessions are arranged to ensure strategies are influenced by Cabinet policy.
• Work has recently taken place to improve the way that the Area Boards get involved with local service provision.
• Cabinet has control of strategic and local services.  There is the move towards Area Boards to  ...  view the full minutes text for item 3.

James Povey, Policy Officer, will provide members with an update on the evidence programme including the following:

• Survey
• Website
• Written statement requests
• Other evidence requested

James Povey, Policy Officer provided members with an update on the evidence programme which included the following details on the following;

• Dates of forthcoming meetings
• Details of Review Group Attendees
• Evidence gathered, an update and next steps
• Publicising the Review

Members were advised that the purpose of the review is to obtain a general view about the LAFS, taking into account engagement, activity undertaken, adequate level of support and if LAFs fit into partnership working.

A member asked if a questionnaire about the review would be sent out.    Members were advised that a mixture of methods is being used evidence the programme including an online survey to canvass wider views and District Councils to get an organisational view and whether they are willing to support the LAFs in the future.

James Povey, Policy Officer, will provide members with an update on the draft agenda for the full day evidence session scheduled for 28^th May and the meetings that have been arranged with District Council representatives.

This will be an opportunity for members to discuss potential lines of questioning and to identify any further information that might be needed in advance of the meeting.

James Povey, Policy Officer provided members with an update on the draft agenda for the full day evidence session.

During subsequent discussions the following points were noted;

Members suggested that the LAF Review should include;

• The Vice Chairman of the LAFs, Councillors and Portfolio holders
• Those who attend the LAFs from a District Council perspective as it would be useful to hear their views.
• From a South Bucks perspective Anita Cranmer, Cabinet Member for Communities and Leisure
• Parishes/Parish Clerks should be involved
• Representatives from each of the LAF areas

All Chief Executives should be notified what the review is about.

Action: James Povey

Members suggested the following should be addressed as part of the review;

• Who is willing to contribute to the LAFs
• What are they willing to contribute
• What do members of the public want to see from the LAFs
• What do members of the public think is necessary for them to want to be involved
• What drives people to attend the LAFs
• Are people happy with the areas they are in
• What is the direction of the LAFS
• A definition of the LAFs and what are they supposed to be achieving
• Strategic direction
• Service provision
• Expected delivery
• A breakdown of LAFs by each district is needed along with a list of achievements over the last two years. 
• Locality managers should be looked to to provide an update in advance
• The review could be an opportunity to get Districts more involved and engage with a wider group.
• Ways of increasing the attendance at LAFs needs to be looked at
• Looking at the way forward to the boundary changes need to be taken into account
• It is difficult for those in rural areas to get feedback

Do officers give reports at other LAFs on topics such as domestic violence and how are agenda items determined? If a local issue is raised in the ward it should be taken to the appropriate LAF.  LAFs are now raising awareness on issues such as Adult Social Care and winter warmth etc.

Questions are to be formulated and distributed to members for comment.

Action: James Povey

Forthcoming Evidence sessions

Details of forthcoming evidence sessions were distributed.  Members were advised that the online survey is up and running.  130 people have accessed the website to look at the survey and 90 people have completed the survey so far.

A member asked if commitment can be obtained from the District Council to put the survey on their website

Concern was expressed about the inflexibility of the online survey as comments have been received such as it is not possible to get an overview of the form and pages already completed cannot be returned to.  The possibility of having a PDF of the form on the website will be looked into.

Action: James Povey

A member suggested that representatives from Youth Councils and Parliaments at the Grammar/Upper schools should be invited to contribute to the evidence sessions as well as Action for Youth.

Action:  ...  view the full minutes text for item 5.

An opportunity for members to highlight any issues or observations from recent LAF/LCP meetings they have attended.

Not discussed.

Monday 28^th May 2012 at 10am in Mezzanine Room 2, County Hall, Aylesbury

The next meeting will take place on 28 May 2012, 10am, Mezzanine 2, County Hall, Aylesbury.