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Andrew Weavers, Monitoring Officer, introduced the Review of Meetings and Ways of Working Update report. The report requests that the Committee note the progress to date, as well as confirm the ideas that should be prioritised. The report also requests that a full cost analysis of options for streaming Committee meetings be undertaken, as well as trailing the use of digital agendas for Councillors on three Colchester Borough Council Committees.
Nick Chilvers
Nick Chilvers attended the meeting and highlighted his interest in the report. Mr Chilvers felt that Cabinet was only a rubber stamping exercise and that Scrutiny was not strong enough in demanding answers from attendees. Nick Chilvers also felt that Full Council questions to Portfolio Holders should come at the beginning of the meeting and that the Cabinet should hold listening sessions at the weekend every three months.
Nick Chilvers also suggested that there should be improvements in the publicity of Have Your Say! and that engagement with members of the public needed to occur outside of the Town Centre. Nick Chilvers also commented that the Council should consider asking members of the public for the items that they wish to be discussed at Cabinet or Scrutiny.
Cllr Harris
Councillor Harris supported the introduction of supplementary questions as part of Have Your Say! as well as the introduction of digital agendas.
Councillor Harris also stated that to attract Councillors from all walks of life it is necessary ensure that the Council has the right facilities and is accessible; Councillor Harris suggested the use of Skype to allow for video conference participation to enable people to attend meetings as well as introducing later start times.
Cllr Davies
Councillor Davies welcomed the report and thanked the members of the public for responding to the survey. Councillor Davies felt that the responses provided showed that members of the public were feeling disenfranchised.
Councillor Davies acknowledged the number of requests for the introduction of supplementary questions and felt that this should be implemented. Councillor Davies also stated that, whilst not commented on by members of the public, a place for members to congregate before meetings would be beneficial to the meetings process. In addition, Councillor Davies suggested changing the public speaker position at Full Council meetings to make it more welcoming and to improve publicity around meetings. Councillor Davies also commented on reducing the amount of jargon within reports and making agendas easier to read.
Councillor Pearson thanked the attendees for having their say. Councillor Pearson recognised the importance of making meetings less daunting for members of the public and for Councillors. Councillor Pearson also welcomed the comments about the members’ room, and felt that the cost provided within the report was too high. It was suggested that the Grand Jury Room be used as a location for Councillors to meet prior to Full Council meetings.
Andrew Weavers
Andrew Weavers presented the report to the Committee and highlighted to Councillor Harris that Councils are currently not able to hold meetings virtually, however this is currently being considered for Joint Committees given the geographical distances between partner authorities.
Mr Weavers informed the Committee that the Governance and Audit Committee would have the opportunity to lead the way in using digital agendas, following the required training. The Committee may also wish to extend invitations to the Scrutiny Panel and the Revolving Investment Fund Committee to use digital agendas from next year. Mr Weavers also outlined the two streaming options provided and informed the Committee that the Leader of the Council has requested that the May Local Plan Committee meeting is streamed online due to its significance. Mr Weavers also highlighted the options available for shorter agendas, altering meeting start time and the review of Have Your Say! to include a supplementary question. The issue around supplementary questions would need to be carefully considered particularly in relation to the regulatory Committees. Mr Weavers also provided a summary on the work undertaken in terms of improving social media, the members room and member training.
Committee members welcomed and discussed the ideas included in the report. Committee members agreed with the three Committee trial of digital agendas, but stressed the importance of providing adequate devices where required as well as the need to install power supplies in meeting rooms. Regarding live streaming of meetings, the Committee felt that due to the cost an audio only solution should be prioritised. Members also requested that further research be undertaken to assess whether there is a local company that could provide a cheaper bespoke solution.
The Committee discussed and subsequently agreed to trial the start time of the Governance and Audit Committee at 7pm for the next municipal year. The Committee felt that the later start time would allow those Councillors and members of the public who commute to get back to Colchester in time for the start of the meeting, it would also allow those more locally to eat before a meeting begins. Councillor Barlow highlighted the issue of informal meetings for members of the public to discuss topics at length with members of the Cabinet. A meeting with the Cabinet, which was included in the public consultation responses, could take place at the weekend.
With regard to the shorter meeting reports and agendas, the Committee acknowledged the importance of making sure that agendas are accessible for members of the public, but with the requirement that the reports contain sufficient information in order to make appropriate decision.
The Committee acknowledged the support for the introduction of supplementary questions as part of Have Your Say!, and suggested that this idea be implemented as soon as possible. Councillor Willetts felt that Have Your Say! needed to be further improved, particularly in relation to the interaction with Councillors when members of the public are speaking.
Regarding the Members Room, the Committee stated that the specification as outlined in the report is too expensive, whilst recognising the importance of having a location for Councillors to meet. In terms of Members training Councillor Pearson also suggested that there should be refresher training courses for Chairman at the beginning of the municipal year, as well as training for the new Mayor and questioning skills for the Scrutiny Panel.
RESOLVED;
- That the progress of the Review of Meetings and Ways of Working made to date be noted
- That all initiatives be progressed with further updates provided at the next Governance and audit Committee meeting.
- That a full cost analysis of audio streaming be provided, as well as further research into a local streaming solution.
- that the Governance and Audit Committee trial using digital agendas from the start of the next municipal year and invite the Chairman of the Scrutiny Panel and the Revolving Investment Fund Committee to do the same.
- That the Governance and Audit Committee trial starting meetings at 7pm from the beginning of the next municipal year.