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Issue - meetings

CONSTITUTIONAL AMENDMENT REPORT

 

 

Meeting: 18/04/2023 - Council (Item 199)

199 CONSTITUTIONAL AMENDMENT REPORT pdf icon PDF 76 KB

REPORT OF THE SERVICE DIRECTOR – LEGAL AND COMMUNITY AND THE MONITORING OFFICER

 

To propose changes to the Constitution.

Additional documents:

Decision:

RESOLVED:

 

(1)  That Council approved the change of the Area Committees to informal Area Forums (set out in paragraphs 8.2-8.5) to commence with the new municipal year from May 2023.

 

(2)  The  principle that grant applications be considered by the District Wide Community Facilities Capital & Revenue Grants Panel (as set out in paragraphs 8.6-8.11) was not approved[default decision was that Area Forums would consider and recommend].

 

(3)  That a start time of 19:00 for meetings (other than those which already meet in the daytime) was not approved.

 

(4)  That Council noted the Cabinet Panel on the Environment was the remaining Panel from May 2023.

 

(5)  That Council approved the amendments detailed in Appendix A (summarised at paragraph 8.14-8.18).

 

REASON FOR DECISIONS: To review and look at ways to improve engagement with the community; consider resource issues, reflect good decision-making practice, and keep the Constitution up to date.

 

 

Minutes:

Audio recording – 32:29

 

The Service Director – Legal and Community gave a verbal update and advised:

 

·       A Member/Officer working group would be starting around July 2024, after the all-out elections to review the Constitution and Committee arrangements, to future proof, so far as possible for the 4-year term.

·       It was felt that the recommendations would improve public engagement and would be good for resources, such as staff.

·       Group Leaders were consulted, and a survey sent to Members about the proposed changes had 44 responses. The Committee, and then the Policy and Community Teams were also consulted. Recommendations 2.1-2.4 were reflective of those responses.

·       Recommendation 2.1 proposed that Area Committees would change to Area Forums which had the most support from Members in the survey – 31 in favour. The Area Forums would still have an elected Chair and Vice-Chair, but there would be more flexibility in the topics discussed, formal meetings were not the best way to engage with the community; would be more people focused combining Town Talks and more dynamic. Forums could meet virtually, hybrid and in a set location as agreed. These could be reactive to situations. This reduced the number of formal meetings that must be arranged and clerked by the Committee team, by at least 20.

·       If recommendation 2.1 was accepted, 2.2 would propose that grant applications be dealt with at the District Wide Community Facilities Capital & Revenue Grants Panel. The Panel would be a better way to consider, for budget, consistency, and staff resource reasons. The Panel would be made up of Area Forum Chair and Vice Chairs. It would be flexible for members and those applying for grants.

·       Recommendation 2.3 proposed an earlier meeting start time of 19.00. North Herts Council had a greater number of meetings and later start times than other councils in Hertfordshire. The LGA Peer review recommended earlier start times for decision making and other staff and Member related health and wellbeing reasons.

·       Recommendation 2.4 was to note that the Cabinet Panel for the Environment would be the remaining Cabinet Panel for 2023.

·       Recommendation 2.5 focused on the proposed constitutional changes in Appendix A. Council Tax Setting Committee option A was being put forward, unless proposed otherwise.

 

N.B. Councillor Tom Plater left the Chamber at 20:05 and re-entered at 20:08.

 

The following Members asked questions:

 

·       Councillor Ralph Muncer

·       Councillor Richard Thake

·       Councillor Claire Strong

·       Councillor Adam Compton

 

In response to the questions, the Service Director – Legal and Community advised:

 

·       The advice from King’s Counsel was that Officers did not need to attend Committee meetings in person.

·       The proposals were for Area Forums, not additional panels.

·       A Member/Officer working group would be set up after elections in 2024 to review Committee structure.

·       Percentage based grant funding for each area could be looked at.

 

Councillor Elizabeth Dennis-Harburg proposed the recommendations and commented that there had been significant issues recently with community engagement, staff recruitment and retention. The proposed recommendations would put people first and ensure that work is collaborative  ...  view the full minutes text for item 199