Agenda item

Members are requested to consider the report and its appendices and;

1.    Approve either the committee calendar of meetings for May 2023 to May 2024 in Appendix A or Appendix B of this report.

2.    Resolve that if the calendar detailed in Appendix B be agreed then a guillotine of 8.00pm be applied to all those meetings starting at 4pm.

Cllr Purnell as Chair of the 2023 Elections Task and Finish Group introduced the item. The recommendations were proposed by Cllr Purnell and seconded by Cllr Lintill.

Cllr Moss was then invited to introduce his amendment:

That the Monitoring Officer is asked to carry out a review of meeting times in June to August 2023 to assess new councillors preferred choices of meeting times; outcomes of that review to be reported to Council.

The amendment was seconded by Cllr Brown.

Cllr Moss acknowledged that the calendar of meetings agreed would be for the period May 2023 – Annual Council 2024. He explained that following the District Elections in May new members may have views on when the meetings should be held. He therefore proposed the amendment in order that those views can be considered for meetings taking place from May 2024.

Cllr Barrett raised concerns that evening meetings would clash with parish meetings. He suggested 4pm Full Council starts in the summer months only.

Cllr Plowman suggested the debate take place after the elections.

Cllr Tim Johnson explained that 8pm cut offs would be beneficial for working councillors. 4pm – 8pm would be a compromise.

Cllr Purnell explained that a new council could bring the decision back for consideration six month after the decision is made. Cllr Oakley agreed.

Cllr Oakley explained that he did not support evening meetings due to parish meetings and long days. He noted that 4pm starts would still clash with parish meetings and the working day. He also raised concerns that an 8pm guillotine could result in additional special meetings.

Cllr Barrie supported Cllr Moss’s comments and amendment. She explained that the possibility of evening meetings may help to attract a more diverse range of councillors.

Cllr Brown supported the amendment from Cllr Moss. He explained he supported the 4pm start time for the Full Council meetings. He gave example that other councils are able to manage evening meetings and if they are able to be planned for that would help. He explained he would prefer more evening meetings but accepted incremental change as a compromise. He noted that four day weeks could work for staff that are supporting evening meetings.

Cllr Hobbs explained that he felt the debate should wait for the new council following May 2023. Cllr Duncton noted that she agreed.

Cllr Graves outlined the difficulties of traveling home late at night from rural parts of the district.

Cllr Sharp spoke in favour of Cllr Moss’s amendment. She spoke in favour of evening meetings to allow those who work to stand for election and attend council meetings.

Cllr Sutton explained that for those who work and have other roles evening meetings can cause clashes. This is also the case for parish meetings. He noted that during the trial some attendees left prior to the end of the meeting. He also noted that there could be issues for those wishing to attend meetings trying to get evening childcare.

Cllr Plowman requested that the Chair move to the vote on the amendment then follow with the debate on the substantive Motion.

The Chair moved to vote on Cllr Moss’s amendment. Cllr O’Kelly sought a point of order as she wished to comment on the amendment. Mrs Shepherd explained that members were being asked to vote on the amendment submitted by Cllr Moss. Following the vote on that Motion further debate will be permitted on the substantive recommendation before a vote to approve Appendix A or Appendix B. Cllr Purnell asked for clarification of why the amendment would be voted on first as she viewed it as an additional recommendation. The Chair asked members to vote on the amendment first.

Cllr O’Kelly was permitted to speak to the amendment. She asked that new members be provided with a form to submit their preferences once elected.

Members then voted on Cllr Moss’s amendment Motion. A request was made to abstain having voted. Mr Bennett explained that as the Chair had not yet reached abstentions this could be permitted at her discretion. Members were reminded that members should not be voting twice. The Chair asked members to raise their hands in favour, against and abstain.

In a vote the following resolution was agreed:

RESOLVED

That the Monitoring Officer is asked to carry out a review of meeting times in June to August 2023 to assess new councillors preferred choices of meeting times; outcomes of that review to be reported to Council.

The Chair invited comments on the substantive recommendations.

Cllr Oakley commented on the daytime work that would need to take place when the officers required are available.

Cllr Tim Johnson wished to note that an employer only has to provide two working days annual leave per year. Cllr Apel noted that when she was working she used to take holiday in order to carry out her council duties.

Cllr Purnell noted that there are different views which will not please everyone whichever option is chosen.

Cllr Hobbs explained that further work should be done at a later date. He wished to have an informal conversation with Mr Bennett about the different types of councillors that may apply.

Cllr O’Kelly explained that she did not see the benefit of the 4.00pm start time for Full Council. She felt that 6.00pm would be better. She noted that 4.00pm was a small step forward but more could be done.

Cllr Bangert requested clarification of whether allowances cover childcare costs. It was confirmed that they do.

Mr Bennett explained that in response to Cllr Tim Johnson’s comments that the general rule is that employees are entitled to reasonable time off to carry out the role of a councillor.

Mr Ward clarified that when members vote if Appendix A is carried then a vote would not take place on Appendix B.

The Chair then moved to the vote for Appendix A. The vote was tied and the Chair used her casting vote to vote in favour of Appendix A.

RESOLVED

That Appendix A be approved as the Calendar of Meetings for 2023/24.

Members took a short break.