Meeting documents

WDC Local Democracy Panel
Monday, 13th September, 1999

Local Democracy Panel, Minutes 13 sep 1999

LOCAL DEMOCRACY PANEL

Minutes of the meeting of the Panel held on

13 September 1999

PRESENT

Cllr Mrs P Priestley (in the Chair)
 

Cllr P J Cartwright
Cllr E H Collins*
Cllr D A E Cox*
Cllr R W Jennings
Cllr Mrs J D Langley*
Cllr M B Oram
Cllr J A Savage

 

     * Standing Deputies

(Apologies for absence were received from Councillors R B Colomb, Mrs A E Hardy and R C Pushman).

5.

     MINUTES

     RESOLVED: That the Minutes of the meeting of the Panel held on 7 June 1999 be approved as a true record and signed by the Chairman.

6.

     DECLARATIONS OF INTEREST

There were no declarations of interest made by Members of the Panel.

7.

     CONSULTATION STRATEGY

The Panel gave consideration to a report identifying the key issues to make up a consultation strategy for Wycombe.  The report reviewed the existing methods of consultation, identified and proposed a series of aims and objectives and recommended a framework for future consultation.

In discussing the proposal to move away from large public meetings a Member referred to proposals by Bucks County Council to set up Area Committees, possibly commencing in April 2000.  Although the idea was apparently in an early stage of development it was considered that such a Forum could complement the Council’s other consultative processes and that should the Area Committee be set up the District Council should be willing to take part.  Officers undertook to liaise with officers from Bucks County Council.  

RECOMMENDED:

(i)

That the Aims and Objectives be agreed;

(ii)

to move away from large public meetings as the public medium for consultation to more representative sampling using surveys complemented by small focus/ user group  activity;

(iii)

that Wycombe District Council organised Public Area Forums be replaced with discussion groups based around a new District Circle, but that should a county-wide Forum be set up then this Authority should take part in the proceedings;

(iv)

to continue to support consultation with formal representative groups (see Appendix 2 to the main Appendix to the report) separately and to review their contribution and effectiveness;

(v)

to refocus and rebrand Community News as a medium for surveys when appropriate and to publish results of consultation;

(vi)

to continue to explore the web site as a vehicle for consultation;

(vii)

to formalise and establish a central consultation co-ordination role within Marketing/Public Relations; the function of the “Consultation Service” to be corporate planning and implementation, co-ordination consultancy and support and resource management, the programme and resource implications to be confirmed by Policy and Resources Committee on an annual basis;

(viii)

to allocate £15,000 this year and £30,000 in future years from the Local Democracy budget;

(ix)

to establish a consultation database and discussion group database to facilitate selection of appropriate membership of discussion groups, publicly advertise for participation from amongst difficult to reach groups such as the old, young, and ethnic minorities; and

(x)

develop information-processing techniques similar to those used in 1998/9 budget setting programme.

8.

CONSULTATION ARRANGEMENTS WITH MINORITY COMMUNITIES

The report outlined the current arrangements for formal consultation with minority groups which included the Community Relations Forum, Employment Liaison Group and the Equalities Advisory Group.

In terms of best practice and Best Value it was considered appropriate that a review be undertaken “to consider the current arrangements for consultation with minority communities and make recommendations for improvement”.

RECOMMENDED That:

(i)

Officers be instructed to consult with representatives of the Community Relations Forum, the Wycombe Race Equality Council, the Employment Liaison Group and the Equalities Advisory Group in order to develop proposals for future consultation arrangements with minority groups; and

(ii)

such proposals be placed before a future meeting of the Local Democracy Panel.

9.

THE COUNCIL NEWSPAPER – COMMUNITY NEWS

The Panel considered a report looking at the broader context of the Council’s newspaper in terms of communications mix, and assessing the current publication and making recommendations for the future publication as part of the Communications Strategy.

Although the current publication, Community News, had a number of strengths, it was recognised that the overall design could be improved upon, articles were too wordy, advertisements could detract from the layout and the publication was currently only a tool for disseminating information rather than for receiving it.  

It was agreed that the tabloid format should remain and the proposal for the centre, consultation/feedback section was welcomed.  With respect to a new title it was considered that this should first be discussed with a focus group and suggestions reported back to this Panel.

It was further considered that in view of timescales the November issue should be in the current format, with the new format being launched in the New Year.

RECOMMENDED: That:

(i)

the Council newspaper be refocused and rebranded to reflect a strong emphasis on consultation and feedback:

(ii)

a selection of titles be put to a focus group for recommendations of a new title to the Local Democracy Panel at a future meeting;

(iii)

the tabloid format be retained;

(iv)

the newspaper be produced on a quarterly basis with the possibility of additional issues on major topics;

(v)

the first edition of the new style newspaper be published early in the year 2000;

(vi)

advertisements be included as an income source; and

(vii)

consideration be given to how best the newspaper can be used in communicating with hard to reach groups.

10.

     THE LOCAL GOVERNMENT IMPROVEMENT PROGRAMME

Ian Westgate, Head of Environmental Services, attended the meeting to give first hand experience of being part of a review team at Pendle District Council.  He was part of a team of six, comprising himself, two Councillors, a Chief Executive, a representative of the Improvement and Development Agency and a management consultant.  Mr Westgate outlined the investigations carried out by the Team in their visit which lasted from Monday to Friday.  He explained that although a provisional report is made available at the end of the visit, a full report is issued within a month.  He commented upon the strong positive commitment shown by both officers and Members at Pendle to the review and to following up its recommendations.

It was confirmed that the Team would comprise people from similar authorities to that being reviewed and also that the review authority would be able to suggest a programme for the visit, although this could be amended by the Team if it so wished.

RECOMMENDED: That:

(i)

this Council participate in the Local Government Improvement Programme; and

(ii)

Policy and Resources Committee be requested to allocate the necessary funding of £15,000.

11.

     STANDARDS AND ETHICS

Consideration was given to a report detailing proposals for a Standards Committee which would help to formulate clear guidelines for Councillors and give an independent assessment of any problems.

RECOMMENDED: That Policy and Resources Committee put the following proposals to full Council on 12 October:

(i)

a Standards Committee be set up with effect from 12 October 1999;

(ii)

the membership be made up as follows:

Chairman of Council

Two other Members with at least 5 years’ service (one of whom must be a member of a minority party);

(iii)

that Group Leaders not be permitted to be members of the Panel;

(iv)

the terms of reference be as set out below:

(a)

to promote and maintain high standards of conduct by the Members of Wycombe District Council;

(b)

to keep under review the codes of conduct for the authority and any guidance issued nationally or locally and to recommend any necessary changes;

(c)

to advise on appropriate training for Members; and

(d)

to consider any matters referred to it by the Monitoring Officer or the Regional Standards Board;

(v)

the Committee to report direct to Council and to be authorised to call upon any Member or officer to assist it with its work; and

(vi)

that attendance allowance be payable for meetings of the Committee.

12.

       PERFORMANCE REVIEW AND AUDIT COMMITTEE –TERMS OF REFERENCE AND CONSEQUENTIAL CHANGES TO STANDING ORDERS

The Panel received amended Terms of Reference recommended by the Performance Review and Audit Committee at its meeting on 6 September 1999.  It was noted that although currently meetings were being suggested to take place once per cycle, meeting frequency would be considered further at that Committee’s next meeting.

Members of the Panel were concerned that the Terms of Reference did not place sufficient emphasis on the scrutiny function of the new Committee.

It was further suggested that a change of title to Performance Scrutiny and Audit Committee would help to emphasise this role.

RECOMMENDED that:

(i)

the proposed terms of reference of the Performance Review and Audit Committee, as amended by that Committee on 6 September 1999 be further amended as follows:

Term of Reference 1 to read:

To scrutinise performance across the whole range of the Council’s activities in accordance with the approved performance measurement framework as agreed by the Policy and Resources Committee, focusing on levels 2 and 3 of the framework.

(ii)

the name of the Committee be amended to Performance Scrutiny and Audit Committee; and

(iii)

the consequential changes to Standing Orders be approved as set out in Appendix “9B“ to the report.

13.

     DISTRICT WARDING REVIEW

The Panel was reminded that Buckinghamshire would be the subject of a review of warding arrangements by the Local Government Commission in July 2000 and was asked to recommend that an electoral review be commenced in readiness for the formal process.

It was noted that the former Council had expressed a wish for a Council of approximately 40 Members. There had been no advice to date regarding the degree of flexibility that the Commission would allow and officers undertook to approach the Commission regarding further guidance.

Members stressed the need for interested parties to be consulted at the same time as Members and also requested an Information Sheet advising Members of the parties being consulted.

RECOMMENDED: That:

(i)

the Council commences an electoral review in readiness for the formal process to commence in July 2000;

(ii)

all Members be circulated for their views on:

(a)       the most appropriate boundary for existing and adjacent wards;

(b)  the optimum number of Members for those wards; and

(c)

the optimum number of Members to enable the Council to fulfil its functions; and

(iii)

consultations take place with all interested parties as early as possible.

14.

     REVIEW OF CONTRACT STANDING ORDERS

The Panel received a number of changes to Contract Standing Orders which had been updated to reflect modern best practice.

RECOMMENDED: That

(i)

Policy and Resources Committee approve the  amendments to Standing Orders set out in  the Appendix to these Minutes, such amendments to take effect from 12 October 1999;

(ii)

consequential changes to financial regulations be authorised; and

(iii)

authority be delegated to the Chief Executive and Director of Finance to update the sums referred to in line with inflation.

15.

  STANDING DEPUTIES

Members were advised that the first cycle of meetings following the May elections had identified problems in providing sufficient Standing Deputies to cover some Committee memberships.  The Panel was asked to recommend appropriate changes to Standing Order 36 to Policy and Resources Committee.

RECOMMENDED: That with effect from 12 October 1999, Standing Order 36 be amended to provide:

(i)

for Committees, Panels or sub-committees with 16 or more members, 6 Conservatives, 2 Liberal Democrats, 2 Labour and 1 Independent;

(ii)

for Committees, Panels or Sub-Committees with less than 16 members, the formula be 3:1:1:1;

(iii)

any changes to Standing Deputies be made at the Council meeting on 11 October 1999; and

(iv)

it be up to individual Groups to determine whether or not they wish to appoint the full number of Standing Deputies.

16.

  SPECIAL RESPONSIBILITY ALLOWANCES

The Panel was asked to recommend changes to Schedule 1 of the approved Scheme of Members’ Allowances to delete references to the Service Panels and to provide an allowance for the Chairman of the Best Value Select Committee and the Chairman of the Performance Review and Audit Committee.

RECOMMENDED: That Schedule 1 to the approved scheme of Members’ Allowances be amended to:

(i)

delete any reference to the Chairmen of Community and Leisure, Housing and Economic Development, Planning, Environment and Transportation Panels; and

(ii)

to provide for an allowance for the Chairman of the Best Value Select Committee and the Chairman of the Performance Review and Audit Committee of £600 each, to be reviewed following one year of operation.

17.

  LOCAL DEMOCRACY WEEK – SCHOOLS COMPETITION

The Panel was advised of details of a competition which would be launched during Local Democracy Week for young people to devise an advertising campaign for Local Democracy with young people as the target audience.

The Panel was asked to agree the prizes but it was agreed that the composition of the judging panel be deferred until the size of the response to the competition was known.

RESOLVED: That:

(i)

the composition of and appointment to the judging panel be deferred until the response to the competition is known;

(ii)

prizes be awarded as follows:

(a)

£100 awarded to the winner of each category for each age group;

(b)

£100 awarded to the relevant school in each case;

(c)

a special prize of £50 be awarded to the winner of the out-of-district entries.

18.

     TOWN AND COUNTRY PLANNING (ENVIRONMENTAL IMPACT ASSESSMENT) (ENGLAND AND WALES) REGULATIONS 1995

The Panel was asked to recommend Policy and Resources Committee to delegate authority to the Director of Planning, Transport and Development to make all determinations in respect of the need for, scope and adequacy of, any environmental impact assessment.

The report was taken as urgent business with the agreement of the Chairman in the light of a recent High Court decision when it was determined that the Local Planning Authority concerned did not have the proper delegated authority to determine whether or not an environmental impact assessment was required and therefore the decision was quashed.

RECOMMENDED: That Policy and Resources Committee delegate authority to the Director of Planning, Transport and Development to make all determinations in respect of the need for, scope of, or adequacy of any environmental impact assessment, and to amend the current scheme of delegation by substituting for paragraph 1.8 the following:-

“to make all determinations in respect of the need for, scope and adequacy of any environmental impact assessment”.

 

 

________________

CHAIRMAN

(The meeting commenced at 10.00am and concluded at 12.15pm).

These Minutes are to be submitted to the Policy and Resources Committee on 20 September 1999.

The following officers were in attendance at the meeting:-

Mrs J E Clements – Head of Corporate and Committee Administration

Mr C Meakings – Head of Strategic Development Unit

Ms S Rogers – Committee Services Manager

Mr E Russell – Public Relations Manager

Mr I Westgate – Head of Environmental Services (Minute 10)

Mr J Willmore – Marketing and Communication Manager (Minutes 5-9)