Chichester District Council
Agenda item

Agenda item

Amendment to Committee Timings

The report relating to this item is included in the agenda pack.

 

The Council is requested to make the following resolutions:

 

1.     That Council notes the responses to the consultation and that based upon the responses to that consultation confirm that timings of meetings remain unchanged at this time.

2.     That a working group be established by the Leader after the trial period to consider whether a change to Committee meetings should be recommended to Council for the subsequent four year committee cycle from 2023.

Minutes:

The Chairman invited Mr Bennett to introduce the reportand referred members to pages 41-44 of the agenda pack. Mr Bennett explained that the report had been a result of comments made by several members at the Annual Council meeting. Officers were instructed to carry out an internal consultation on meeting times. He confirmed that the majority of members had expressed a preference to maintaining the status quo. The main reasons including timings of parish councils and the prospect of travelling back through the large geographical area of the district late in the evening. Mr Bennett acknowledged that there is not a perfect meeting time to suit all and recommended that a review take place ahead of the next district election.

 

Mr Sutton commented that he works full time and still attends seven parish councils and council meetings. He explained that there is no current evidence to suggest that evening meetings would produce a greater turnout from the general public.

 

Mr Brown commented on the lack of a working group to consider the findings. He then quoted some anonymous responses to the member questionnaire that had been circulated and suggested that those comments had not been included in the report. He asked members to consider where the member input is within the proposals and the 172 district and borough authorities of which only 10 have daytime meetings. He explained that the majority start meetings between 5.30pm and 7.30pm. In response to the members who had suggested that attending parish council meetings would make attending evening meetings difficult he commented that it should be possible to find six evening meeting dates a year to hold Full Council meetings. He further added that he had taken 11 days annual leave and given up most holiday allowance in order to attend council meetings. He then emphasised the need for inclusivity and diversity of members to represent the districts wards who may be put off by daytime meetings. He requested the Leaders support in establishing a working group to discuss the matter in more depth.

 

Mrs Lintill responded by explaining that all members were aware of the daytime meeting structure when they stood for election. She agreed that a review should take place prior to the next election. She explained that a number of factors would need to be taken into account including financial implications and staffing implications. She confirmed that she felt it would be too soon to establish a working group.

 

Mr Johnson suggested a small scale trial period prior to the establishment of a working group in order to provide relevant feedback. He also explained that a variety of start times may be a better solution.

 

Mr Moss then proposed a counter motion as follows:

 

That members note the summarised responses to the consultation provided in the agenda papers and propose that:

 

1.    A working group is established by the Leader to undertake a detailed review of meeting times, taking into account the consultation and reviewing best practice with other similar councils.

2.    That detailed consultation results be published in full to council members.

3.    The working group to include a fair balance of councillors with differing views.

4.    Prior to the working group meeting a members workshop should be arranged.

5.    The working group to meet at times which allow members of the council in full time employment to attend.

6.    The working group to report back to Full Council in January with a proposal to adopt a trial period commencing in May 2020.

 

Mr Brown seconded the counter motion.

 

Dr O’Kelly wished to endorse Mr Moss’s counter motion.

 

Mrs Lintill explained that she felt unable to support Mr Moss’s counter motion in particular point six as it would be too soon to establish a working group and carry out the detailed work involved. She acknowledged that it was not to say that there should not be a working group established following a trial period. The Chairman asked Mr Moss if he was willing to withdrew point six. Mr Moss explained that he was not willing to withdraw point six. He read out a statement from Mr Evans who had been unable to attend the meeting due to a work inspection. Mr Moss then added that evening meetings would make a difference to lots of people who work and as such more detailed work should be carried out in order consider the possibility. Mrs Lintill responded that a report back in January 2020 would be too rushed and therefore too soon.

 

Mrs Johnson explained that in order to affect change in meeting times it had been necessary to become a member to become part of the process to effect that change.

 

Mrs Purnell explained that when members stood for election they were provided with an information pack detailing the times of meetings and training sessions and therefore it would be appropriate to leave any implementation of revised meeting times until the next election so those who stand will know what to expect. She also reminded members that the council audio records its public meetings so those who are unable to attend have the opportunity to listen back. She then commented that on a parish level only high public interest items create a large turnout of the public for parish evening meetings.

 

Mrs Sharp supported Mr Moss and Mr Brown’s suggestions. She explained that compromise would be required. She suggested maintaining daytime meetings for Planning Committee due to the length of meeting but consider a trial of three Full Council meetings held in the evening during the summer.

 

Mrs Plant noted that she had been a member of a council which held evening meetings and it had resulted in no greater public attendance. She also drew attention to the consideration needed for staffing as contracts would need amending and consultation with staff would need to take place. With regards to point three of the counter motion from Mr Moss, Mrs Plant noted that it is likely that 60% of members will still wish to have no change.

 

Mr Hobbs then explained that he works and is able to organise his diary as such that he can attend most council activities. He commented on the possibility of using technology going forwards to enable remote involvement in meetings.

 

Mr Plowman asked members to consider what they would like the council to be and how it can be representative of residents if those at work are put off by daytime meetings.

 

Mr Hughes added that the initial report needed greater depth. He added that he agreed with establishing a working group but it was not appropriate to carry out the working group in the current Full Council meeting.

 

Mrs Lintill then emphasised the importance of not rushing the work required. She acknowledged that it may be appropriate to consider a trial period prior to the 2023 elections.

 

Mr Moss withdrew point six from his counter motion which was seconded by Mr Brown.

 

In a show of hands the Council voted against the counter motion.

 

Mrs Lintill then proposed the following recommendations which were seconded by Mrs Taylor:

 

1.     That the Council notes the responses to the consultation and that based upon the responses to that consultation confirm that the timings of meetings remain unchanged at this time.

2.    That a working group be established by the Leader to undertake a detailed review of meeting times taking into account consultation and best practice of other similar councils to consider whether a change to Committee meetings should be recommended to the Council for the subsequent four year committee cycle form 2023.

 

In a show of hands the Council voted in favour.

 

RESOLVED

 

3.    That the Council notes the responses to the consultation and that based upon the responses to that consultation confirm that the timings of meetings remain unchanged at this time.

4.    That a working group be established by the Leader to undertake a detailed review of meeting times taking into account consultation and best practice of other similar councils to consider whether a change to Committee meetings should be recommended to the Council for the subsequent four year committee cycle form 2023.

Supporting documents:

 

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