Please contact: Lydia Hall
Please email: lydia.hall@north-norfolk.gov.uk
Please direct dial on: 01263 516047
09 May 2016
A meeting of the Overview and Scrutiny Committee of North Norfolk District Council will be held in
the in the Council Chamber at the Council Offices, Holt Road, Cromer on Wednesday 18 May 2016
at 9.30am.
At the discretion of the Chairman, a short break will be taken after the meeting has been running for
approximately one and a half hours.
Members of the public who wish to ask a question or speak on an agenda item are requested to arrive
at least 15 minutes before the start of the meeting. It will not always be possible to accommodate
requests after that time. This is to allow time for the Committee Chair to rearrange the order of items on
the agenda for the convenience of members of the public. Further information on the procedure for
public speaking can be obtained from Democratic Services, Tel: 01263 516010, Email:
democraticservices@north-norfolk.gov.uk
Anyone attending this meeting may take photographs, film or audio-record the proceedings and report
on the meeting. Anyone wishing to do so must inform the Chairman. If you are a member of the public
and you wish to speak on an item on the agenda, please be aware that you may be filmed or
photographed.
Sheila Oxtoby
Chief Executive
To: Mrs S Butikofer, Mrs A Claussen-Reynolds, Mrs J English, Ms V Gay, Mrs A Green, Mr M Knowles,
Mr P Moore, Mrs M Prior, Mr E Seward, Mr B Smith, Mr D Smith and Mr N Smith.
All other Members of the Council for information.
Members of the Management Team, appropriate Officers, Press and Public.
If you have any special requirements in order to attend this
meeting, please let us know in advance
If you would like any document in large print, audio, Braille, alternative
format or in a different language please contact us.
Chief Executive: Sheila Oxtoby Corporate Directors: Nick Baker & Steve Blatch
Tel 01263 513811 Fax 01263 515042 Minicom 01263 516005
Email districtcouncil@north-norfolk.gov.uk Web site northnorfolk.org
AGENDA
1.
TO RECEIVE APOLOGIES FOR ABSENCE
2.
SUBSTITUTES
3.
PUBLIC QUESTIONS
To receive questions from the public, if any
(page 4)
(9.30 – 9.35am)
To approve as a correct record the minutes of the meeting of the Overview and Scrutiny
Committee held on the 16 March 2016.
4.
MINUTES
5.
ITEMS OF URGENT BUSINESS
To determine any other items of business which the Chairman decides should be considered as a
matter of urgency pursuant to Section 100B(4)(b) of the Local Government Act 1972.
6.
DECLARATIONS OF INTEREST
Members are asked at this stage to declare any interests that they may have in any of the
following items on the agenda. The Code of Conduct for Members requires that declarations
include the nature of the interest and whether it is a disclosable pecuniary interest.
7.
PETITIONS FROM MEMBERS OF THE PUBLIC
To consider any petitions received from members of the public.
8.
CONSIDERATION OF ANY MATTER REFERRED TO THE COMMITTEE BY A MEMBER
To consider any requests made by non-executive Members of the Council, and notified to the
Monitoring Officer with seven clear working days’ notice, to include an item on the agenda of the
Overview and Scrutiny Committee.
9.
RESPONSES OF THE COUNCIL OR THE CABINET TO THE COMMITTEE’S REPORTS OR
RECOMMENDATIONS
To consider any responses of the Council or the Cabinet to the Committee’s reports or
recommendations.
10.
ROAD SAFETY & REDUCTION
(9.40 – 10.40)
To receive presentations from Norfolk Constabulary and Norfolk County Council.
11.
WARD BOUNDARY REVIEW - SUBMISSION ON COUNCIL SIZE
(page 8)
(10.40 – 11.00)
(Appendix A – p.20) (Appendix B – p.21) (Appendix C – p.22) (Appendix D – p.23)
(Appendix E – p.24) (Appendix F – p.25) (Appendix G – p.26) (Appendix H – p.30)
(Appendix I – p.36) (Appendix J – p.39) (Appendix K – p.41)
Summary:
This report considers the case for a reduction in Council size
following the guiding principles set out by the Local
Government Boundary Commission for England (LGBCE)
Options considered:
To maintain the current size of 48 members or to reduce to
either 40 or 36 Members.
Conclusions:
A case can be made for reducing the number of councillors
from 48 to 40. The Governance arrangements of the Council
have remained stable since 2001 and Cabinet and the
committees operate efficiently and effectively. A reduction in
Members will not impact significantly on the Scrutiny function
of the Council or the representational role of councillors.
Council
Decision
12.
Recommendations:
To recommend that Council puts forward a submission
for a reduction in Council size from 48 Members to 40
Members.
Cabinet member(s):
Ward member(s)
Contact Officer,
telephone
and e-mail:
Councillor J Oliver
All
Emma Denny
01263 516010
emma.denny@north-norfolk.gov.uk
THE CABINET WORK PROGRAMME
(page 42)
(11.15 – 11.25)
To note the upcoming Cabinet Work Programme.
13.
OVERVIEW & SCRUTINY WORK PROGRAMME AND UPDATE
(page 46)
(11.25 – 11.30)
To receive an update from the Scrutiny Officer on progress made with topics on its agreed work
programme and to receive any further information which Members may have requested at a
previous meeting.
14.
EXCLUSION OF THE PRESS AND PUBLIC
To pass the following resolution, if necessary:
“That under Section 100A(4) of the Local Government Act 1972 the press and public be excluded
from the meeting for the following items of business on the grounds that they involve the likely
disclosure of exempt information as defined in paragraph _ of Part I of Schedule 12A (as
amended) to the Act.”
15.
TO CONSIDER ANY EXEMPT MATTERS ARISING FROM CONSIDERATION OF THE PUBLIC
BUSINESS OF THE AGENDA
Agenda item no._______4_______
OVERVIEW AND SCRUTINY
Minutes of a meeting of the Overview and Scrutiny Committee held on 20 April 2016 in
the Council Chamber, North Norfolk District Council, Holt Road, Cromer at 9.30 am.
Members Present:
Committee:
Mr P Moore (Chairman)
Mrs S Butikofer
Mrs A Claussen-Reynolds
Mrs J English
Ms V Gay
Mrs A Green
Ms M Prior
Mr E Seward
Mr B Smith
Mr D Smith
Mr N Smith
Officers in
Attendance:
The Corporate Director (SB), the Democratic Services Team Leader and
the Democratic Services Officer
Members in
Attendance:
Mrs S Arnold, Mrs A Fitch-Tillett, Mr T FitzPatrick, Mrs P Grove-Jones, Mr
P W High, Miss B Palmer, Mr J Rest and Mr R Reynolds.
135. APOLOGIES
Mr M Knowles.
136.
SUBSTITUTES
None.
137.
PUBLIC QUESTIONS
None.
138.
MINUTES
The minutes of the Overview and Scrutiny Committee held on 16 March 2016
were accepted as an accurate record with one amendment; that Mrs S Butikofer said
that there were no hot hand washing facilities when referring to the public
conveniences at Runton.
139.
ITEMS OF URGENT BUSINESS
The Democratic Services Team Leader said there was an additional item concerning
Overview and Scrutiny Committee
4
20 April 2016
long term empty properties which had a recommendation for Full Council and had
been through Cabinet and needed to be seen by the Overview and Scrutiny
Committee.
The Chairman said that he saw no reason to disagree with Cabinet. Mr E Seward
said that it was a sum of money kept aside and should be reviewed periodically and
Ms V Gay asked whether the upper limit was identified in the report. Mr T FitzPatrick
said that the properties were specified and that any change in their valuation would
come through Cabinet, Scrutiny and Full Council.
Mr Seward commented that this would not be the last time this action would be taken
regarding long term empty properties and the Chairman said that Council may decide
to develop an overall policy in the future.
The Committee AGREED to accept the report.
140.
DECLARATIONS OF INTEREST
None.
141.
PETITIONS FROM MEMBERS OF THE PUBLIC
None.
142. CONSIDERATION OF ANY MATTER REFERRED TO THE COMMITTEE BY A
MEMBER
None.
143.
RESPONSES OF THE COUNCIL OR THE CABINET TO THE COMMITTEE’S
REPORTS OR RECOMMENDATIONS
None.
144.
NORTH NORFOLK BIG SOCIETY FUND
The leader of the Council, Mr T FitzPatrick said that there were two
recommendations;
1) That the Big Society Fund grant scheme should continue at its current
level of funding (£225,000) for another year;
2) That a review of the grant process in relation to Arts and Community
Transport is undertaken to align it more closely to the Big Society Fund
grant application process.
Mr D Smith said that he supported the recommendations and that the fund made a
huge difference to all their towns and villages in North Norfolk and the public said that
it was the best thing the Council did.
Mr E Seward said that he fully supported extending the fund to arts and community
transport and that they had a bigger role to play in the district. He asked whether the
fund would be for capital revenue or running costs. Mr FitzPatrick said that the Big
Society Fund supported capital costs but not running costs and that out of 121
parishes, 68 of them had successful applications and that the move was in a bid to
Overview and Scrutiny Committee
5
20 April 2016
be more transparent.
Ms Gay said that she agreed with Mr Smith and the arts budget was very important
but was not as big as it used to be. She said the arts supported mental health and
tourism and that it was a good idea to increase it. Mrs P Grove-Jones asked whether
the arts and community transport would be included within the Big Society Fund or
whether there would be a separate amount. Mr FitzPatrick said that the
recommendation was to bring the amounts together but that the details had yet to be
agreed.
Mr P High said that he supported the recommendation and that a lot of people
benefitted from the fund.
The Committee AGREED to accept the report.
145.
THE CABINET WORK PROGRAMME
The Democratic Services Team Leader explained that the Cabinet work programme
included in the papers was always slightly out of date due to the timings of agendas
and decisions. She informed Members that the boundary review would be looked at
in May by Cabinet, Scrutiny and then Full Council as would the Shannocks Hotel.
The Housing Strategy had been moved to June and the Inward Investment report
had been moved back to July at the request of the Portfolio Holder Cllr N Dixon.
The Committee NOTED the Cabinet Work Programme.
146.
OVERVIEW & SCRUTINY WORK PROGRAMME SETTING AND UPDATE
The Democratic Service Team Leader said that following the motion regarding
speeding on the A148, two lengthy responses had been received from Norfolk
County Council and Norfolk Constabulary and that these would be made available to
Members. She added that several people from the County Council and police were
attending the meeting in May including representatives from the Road Casualty and
Reduction Team and asked that Members submit any questions in advance.
The Democratic Services Team Leader said that the work programme in the papers
was the rolling programme and that Members needed to consider their work for the
year, explaining the following:
Cyclical items:
Business Transformation programme
Waste update
Budget Monitoring
Treasury Management
Tourism – October for the summer figures to be available
Disabled facilities grants (as requested at the last meeting)
Enforcement update (as requested at the last meeting)
Requested items:
Planning update
Arts and Cultural service update
Clinical Commissioning Group (CCG)
Police and Crime Commissioner (PCC)
Deep History Coast
Communications Strategy (September)
Overview and Scrutiny Committee
6
20 April 2016
Regulation of Investigatory Powers Act (RIPA) annual update
It was agreed that the CCG and PCC should be asked to provide six monthly
updates to the Committee.
The Democratic Services Team Leader informed Members that in the past they had
looked at a Customer services update and the Annual Equality report. The annual
equality report was covered in the Annual Report and therefore Members agreed that
this was already covered as part of their work programme.
Mrs S Arnold commented that there was a lot happening in the planning department
and that she was happy that a new report should come to the Committee in the
Autumn.
Mrs S Butikofer asked whether the asset strategy report would be looked at by
Scrutiny and the Corporate Director (SB) said Gleeds had been appointed to look at
asset strategy and to identify where revenue could be earned.
Members agreed the following items should also be added to the annual work
programme:
Citizen Advice Bureau update – it was agreed that the Committee would monitor the
progress of the service provided. Mr T FitzPatrick said that it should be kept under
review and that it was important across the district. The Corporate Director (SB) said
that the contract had gone to tender in September 2015 and implemented in January
2016 and therefore a September report was reasonable.
Crime and Anti-Social Behaviour – Members discussed the use of CCTV in towns
across the district and whether the police used them to help with prosecution and
concluded that it differed. It was decided that Members would receive a presentation
on crime and anti-social behaviour which they were tasked to oversee in the
Constitution and involved lots of partnership working with different organisations.
Sheringham Little Theatre – following a presentation from Cromer Pier in 2015,
Members agreed that the Theatre should be asked to attend and tie the presentation
in with Arts and Culture.
Public Transport – lots of changes in the district including to the Coasthopper,
Connect Bus and Railway service.
Coast – Erosion, coastal paths, etc. Mrs A Fitch-Tillett reminded Members that the
Coastal Forum was open to all Members in a coastal ward.
The Democratic Services Team Leader reminded Members that items could be
added throughout the year and that the agreed annual programme would be included
with the minutes.
The Committee NOTED the Overview & Scrutiny work programme.
The meeting concluded at 10.30am
_____________________________
Chairman
Overview and Scrutiny Committee
7
20 April 2016
Agenda Item No____________
11
Ward Boundary Review – Submission on Council Size
Summary:
This report considers the case for a reduction in Council
size following the guiding principles set out by the Local
Government Boundary Commission for England
(LGBCE)
Options considered:
To maintain the current size of 48 members or to reduce
to either 40 or 36 Members.
Conclusions:
A case can be made for reducing the number of
councillors from 48 to 40. The Governance
arrangements of the Council have remained stable
since 2001 and Cabinet and the committees operate
efficiently and effectively. A reduction in Members will
not impact significantly on the Scrutiny function of the
Council or the representational role of councillors.
Recommendations:
To recommend that Council puts forward a
submission for a reduction in Council size from 48
Members to 40 Members.
Cabinet Member(s)
Ward(s) affected
Judy Oliver
All
Contact Officer, telephone number and email:
Emma Denny, 01263 516010, emma.denny@north-norfolk.gov.uk
1.
Introduction – summary of Council Submission on proposed Council Size
1.1
The approach adopted in the submission has been to follow the Commission’s
guiding principles and address them in terms of current arrangements and where
possible, likely future trends. The Local Government Boundary Commission for
England will consider three broad areas when making its judgement on council size
and this report will address each of these in turn;
Governance arrangements – how decisions are taken across the broad range if
the council’s responsibilities
Scrutiny functions – how the Council’s scrutiny functions relate to its decision
making and the council’s responsibilities to outside bodies
Representational role of councillors – how members engage with people, conduct
casework and represent the council on local partner organisations.
8
1.2
The last boundary review for North Norfolk for local elections was in 2001. The Local
Government Boundary Commission for England recommended that there should be
a reduction in ward numbers from 36 to 34 and an increase in councillors from 46 to
48. This review was conducted shortly after the implementation of the Local
Government Act 2000 when the Council moved to a Leader and executive model of
governance. In 2011, the Council adopted the Strong Leader model of governance.
1.3
The Constitution was revised in 2011 and the Council is now in a position to
consider aligning the electoral arrangements more closely with the decision-making
arrangements of the Council so that all elected members have a full and meaningful
role. To achieve this, the Council believes that there is a case for reducing the
number of councillors representing the authority from 48 to 40. To ensure that this is
a reasonable number, comparisons have been made throughout the report for
keeping the status quo of 48 Members and reducing further by ¼ to 36 Members.
1.4
In reaching this conclusion, the Council has also taken into account several wider
changes that have been made since the last review which have impacted on the way
that the Council operates.
1.5
These include:
1.5.1
The Council has a clear vision which is encapsulated in the Corporate Plan. This
sets out the aims and priorities of the Council over a four year period. It is
underpinned by an Annual Action Plan and quarterly Performance Management
reports. These ensure continuity and coherence in the business of the Council,
particularly where the issue of governance is concerned.
1.5.2
The Council has a Cabinet system of governance with a single Overview and
Scrutiny Committee. Most of the day to day work is handled by the Cabinet with
input from sub committees. The system of governance was reviewed by the
Constitution Working Party in 2015 and it was agreed that any change should be
deferred until after the district elections in 2015.
1.5.3
The Council is an enabling authority to some extent, having completed a large scale
housing stock transfer to a local Housing Association in 2006. Waste collection is
also undertaken by an external provider.
1.5.4
Although staff numbers have not reduced on a large scale, there has been a
reduction in staff numbers since the last boundary review in 2001, from 330 to 306. It
would not be unreasonable to advocate a reduction in Members without having a
detrimental impact on the running of the business of the Council.

In 2001, prior to the last boundary review there was an average of 7.2
members of staff to each elected Member.

In 2016, this ratio had dropped to 6.3

If the number of Members was reduced to 40, then that ratio would be 7.6
2.
Character of North Norfolk District
2.1
The District of North Norfolk is rural covering 384 square miles with 42 miles of
coastline. The population as at the census of 2011 was 101,500. The latest figure for
the electorate (as at April 2016) is 82,813. There are seven towns, with the largest
9
being North Walsham in the East of the District. Figures from the Office for National
Statistics drawn from the 2011 census show that across the East of England, North
Norfolk has the largest proportion of people aged 65 and over (29 per cent). The
District also has the smallest number of people aged under 19 (28 per cent) and the
smallest proportion of children under 5 (4 per cent). The District has a high number
of second homes – 7,939 as at the 2011 census. The majority of second home
owners are not registered to vote. The exception being that they have to reside in
the property for 6 months a year and not let it out for the remaining 6 months.
2.2
The district is much protected in terms of its beauty and its heritage. There are 81
conservation areas in North Norfolk – which is considerably high (the next highest in
Norfolk is South Norfolk with approximately 50). There are statutory designations
and these are attributed to an area of special architectural and historical interest with
them spread across towns and villages throughout the district.
2.3
The district also has AONBs – Areas of Outstanding Natural Beauty. AONBs include
the top of the coast from West Cromer and across to Wells-next-the-Sea and Sea
Palling and across to the East. They are akin to national parks in their preservation
and this places additional restrictions on development across the District, further
limiting the potential for housebuilding.
2.4
It is a very rural district and councillors often have to travel considerable distances to
meet with constituents or attend meetings. Public transport is often limited to the
towns and major routes and it can be challenging for Members who do not drive or
have access to a car.
3.
Current Electoral Arrangements
3.1
The Council comprises 48 Councillors representing 34 wards. Fourteen of these are
two member wards (41%).
3.2
Whole Council elections are held every four years, the next being in 2019. The table
attached at Appendix A shows the current electorate for each ward. This shows that
47% of wards have a variation from the average of more than 10%.
3.3
As mentioned above, the population of the District is relatively static, with only a 3%
increase as at the last census. Housing trajectory figures for the next 5 years (from
2016) based on deliverable planning permissions, total 1764. If expected
development on unidentified sites and permitted development was also included, this
figure would rise to 2467. Using the deliverable planning permissions figure (as this
is a reliable projection), this would work out as an average of 37 new homes per
member, or 44 homes if the number of members was reduced to 40. There is an
average of 1.7 voters per household, thus resulting in an increase of 75 voters per
Member or 4% - which is similar to the overall trend in population growth for the
District (Appendix B).
4.
Governance Arrangements
4.1
In broad terms the Council is arranged into ‘Executive’ (Cabinet) and ‘NonExecutive’ sections. Committees are required to be politically balanced, except for
Cabinet, which can be made up of Members of the ruling group. This is designed to
ensure strong decision-making and clear accountability. Since 2000 the Council has
operated under the Leader/Cabinet model and in 2011 the Council implemented the
Strong Leader regime. There are currently 8 Cabinet members sharing a total of 22
portfolios. The Leader has several portfolios.
10
4.2
In March 2015 the Constitution Working Party undertook a review of the Council’s
system of governance. It was agreed that with an election approaching it was not an
appropriate time to make a decision regarding a change of governance system and
that the matter should be raised by the new Council if they wished to pursue it. To
date, this matter has not been pursued.
4.3
Overview of current arrangements
The Constitution sets out how the Council operates, how decisions are made and
the procedures to follow to ensure transparency and accountability. It also sets out
the roles and responsibilities of Members and powers and duties delegated to
officers.
4.4
A table setting out the current committee arrangements is attached at Appendix C.
There is currently a total of 88 seats (excluding Council and Cabinet) shared
between 34 Members. Six Members do not sit on any committees.
4.5
Over the years there has been minimal change to committee appointments, with any
major changes being made following an election. This has allowed Members to
develop their specialist knowledge, particularly where the regulatory committees are
concerned.
4.6
The following sections highlight points which are of particular relevance to the
submission on council size.
4.7
Principles of decision-making
As outlined in the Constitution, one of the key roles of councillors is to ‘represent
their communities and bring their views into the Councils decision making
processes’. To ensure high standards in the way in which councillors undertake their
duties, the Council has adopted a Code of Conduct which covers the seven key
principles of conduct in public life. It also includes the statutory requirements relating
to disclosable pecuniary interests.
4.8
Although the Cabinet model has resulted in the formal decision powers being held
by a small number of Members, the culture of the Council is quite inclusive and
Members are encouraged to participate in committee meetings and ask questions.
The Council follows the statutory requirements regarding political balance. A
flowchart is attached at Appendix D outlining the decision-making process.
A breakdown of the average time spent in meetings for each committee is attached
at Appendix E.
4.9
Council
Council comprises all 48 Members of the Council. Meetings are conducted in
accordance with the Council Procedure Rules which are outlined in Part 2 of the
Constitution.
By law, the role of full Council is to:




4.10
Adopt or approve specified plans and strategies of the local authority
Approve the budget of the authority and the financial strategy for the
control of the authority’s borrowing or capital expenditure
Determine the scheme of members allowances
Authorise applications to the Secretary of State for the transfer of
housing land
Council meetings are held 8 times a year and last between 1 and 2 hours. Council
receives recommendations from Cabinet (where appropriate) and Members are able
11
to submit motions or questions in writing. There are also presentations from outside
organisations on a regular basis.
4.11
Cabinet
The Cabinet currently comprises the Leader and 7 other Members. The Leader
(elected in May 2015 for four years) appoints Cabinet and the Deputy Leader. The
Leader of the Council represents the Council to its community and partners, and
provides political leadership for the Cabinet, the Council and the District.
4.12
Executive functions can be exercised by the Cabinet collectively, under joint
arrangements or they can be delegated to individual Cabinet Members or council
officers.
4.13
Functions of Cabinet






Making recommendations to the Council on the formulation, adoption and
revision of the Budget and the Policy Framework;
Reviewing the use and allocation of assets and resources within the approved
Budget;
Making Key Decisions within the agreed Budget and Policy Framework;
Performance monitoring and management; and
Developing Council policy;
To refer matters including the review of strategies and policies to the appropriate
Overview and Scrutiny Committee for consultation, investigation and report.
4.14
Effectively, Cabinet carries out all of the Council’s functions and takes all decisions
except those reserved to Council, the Standards Committee, the Development
Committee and the Licensing and Appeals Committee or those decisions delegated
to officers.
4.15
All eight Cabinet Members have portfolios, covering a range of responsibilities. A
table outlining the portfolios is attached at Appendix F.
4.16
The Cabinet’s work programme is published monthly on the Council’s website. All
Key Decisions (where expenditure or savings of £100k or more are incurred, or
where there is a significant impact on the community) must be published 28 days
before the meeting takes place. Key decisions may be subject to ‘call-in; by the
Overview and Scrutiny Committee.
4.17
Cabinet meets on a monthly basis and meetings are held in public, except for rare
occasions when exempt information is discussed. Meetings last between 30 and 60
minutes. All Members of the Council receive the Cabinet agenda and meetings are
well attended by non-executive members.
4.18
Regulatory Committees/ Quasi Judicial
4.19
Audit Committee
The Audit Committee comprises 6 members and meets on a quarterly basis. It
provides independent assurance of the adequacy of the risk management framework
and the associated control environment, independent scrutiny of the authority's
annual statement of accounts and review of internal and external audit plans and
reports which supports the Council’s Corporate Governance Framework. The
Council’s internal audit service is outsourced and the Committee receives an Internal
12
Audit progress report at each meeting. The external auditor also often attends
meetings and their annual reports have indicated their satisfaction with the Council’s
governance arrangements.
4.20
Licensing and Appeals Committee
The Licensing and Appeals Committee comprises 15 Members and has
responsibility for all the licensing functions of the Council. It is scheduled to meets 6
times a year but meetings are cancelled due to a lack of business and during
2014/15 four meetings took place.
4.21
The Committee makes recommendations to the Council as a ‘Licensing Authority’ on
a Statement of Licensing Policy or Gambling Policy and any subsequent review.
The Licensing and Appeals Committee delegates responsibility for determining some
licensing applications such as new premises licenses and variations to existing
premises licenses to a Licensing Sub-Committee, comprising of three Licensing and
Appeals Committee Members selected on a rota basis. It also delegates
responsibility for taxi matters to the Licensing Sub Committee. The sub-committee
meets on a monthly basis.
4.23
Development Committee
The Council’s Development Committee comprises 14 councillors. Whilst most
planning applications are decided by planning officers under the scheme of
delegation, some applications are decided by the Development Committee. These
can include major applications such as supermarkets, large housing developments
and infrastructure projects. Members can also request that individual applications
are considered by the Committee by ‘calling them in’. Until May 2010, the
Development Committee used to be split into two committees ‘East’ and ‘West’ to
deal with the large number of applications. Following a reduction in planning
applications submitted, the committees were combined into one over-arching
committee. The Committee meets on a monthly basis and meetings last
approximately 4 hours.
4.24
The Development Committee also establishes a Panel on an annual basis to
consider entries for the Graham Allen Award for Conservation and Design.
4.25
Standards Committee
Standards Committee comprises seven District Council members and 5 co-opted
members (non-voting). The Committee is scheduled to meet on a monthly basis,
however, due to a fall in the number of complaints in recent years, 6 out of 12
meetings have taken place during both 2014 and 2015. The Committee considers
complaints made in relation to the conduct of Parish, Town and District councillors.
It also makes recommendations to Full Council on the Code of Conduct. An
‘Independent Person’ advises the Committee on the assessment of complaints.
5
Scrutiny Functions
5.1
The Council has one Overview and Scrutiny Committee. It comprises 12 Members,
none of whom may be Cabinet members or the Chairman of the Audit Committee. It is
the practice of the Council that the Chairman should be appointed from a political group
that is not the majority group, or if there is no overall control by any political group, a
group that does not have the most members of the Cabinet. The Committee meets on a
monthly basis, with meetings lasting approximately 3 hours.
13
5.2
The Overview and Scrutiny Committee scrutinises and reviews decisions or actions
taken with respect to Cabinet functions. It also looks at the Council's efficiency,
economy and effectiveness, to ensure the Council continuously improves the work it
does. The Scrutiny Committee can also undertake detailed investigations into the way
services are provided and managed and make reports or recommendations to Council
or to the Cabinet on issues or services which affect North Norfolk and its residents.
5.3
The Committee sets its work programme in April each year. All members are invited to
attend this session and encouraged to put forward topics for consideration. The
programme is rolling and new topics are added throughout the year. There is a standing
item on the agenda for ‘consideration of any matter referred to the Committee by a
Member’. Meetings are well attended by both Committee Members and those who are
not appointed to the Committee. Cabinet Members attend to present reports on items
related to their portfolios.
5.4
The Committee encourages members of the public to attend and ask questions. Over
the last two years the public has attended meetings that have covered the provision of
local citizen’s advice services and car park charges. The Committee has also
considered two petitions and these sessions were also well attended by the public.
5.5
The Overview and Scrutiny Committee has not used the call-in procedure for the last
two years. However, in 2014, there was a ‘Councillor Call for Action’ regarding a County
Council proposal to introduce charges for on-street parking and residents parking in two
towns. Again, the session was well attended by Members and the public.
5.6
Engagement with outside organisations is key to the work of the Committee.
Presentations are a regular feature on the work programme and include updates from
the Police and Crime Commissioner, the Chief Executive of the District’s largest housing
association and an annual report from the Clinical Commissioning Group. There are
also regular presentations on items of interest to all Members such as tourism, waste
management, housing and planning enforcement.
5.7
The Committee publishes an annual report which is presented to Full Council. It
summarises the work of the Committee over the previous year and their aims and
objectives for the forthcoming year.
5.8
There is little pre-scrutiny at North Norfolk. The Committee has previously looked at
ways to alter the flow of reports so that the Committee can scrutinise some topics before
Cabinet and they do make requests for some items to come forward for pre-scrutiny.
Cabinet has also asked the Committee to look at some subjects and report their views
and recommendations to Cabinet before they make a final decision.
5.9
The Cabinet work programme is included within the Overview and Scrutiny Committee
agenda and Members are advised by the Scrutiny Officer at each meeting as to whether
there have been any changes to the items coming forward or additions to the
programme.
6.0
Representational Role of the Councillor
6.1
Community Development Role
North Norfolk has one of the highest numbers of town and parish councils in the country
- currently 122. Two wards have eight parishes, three have seven parishes and five
have six parishes. Seventeen (or half) of the 34 wards have 4 or more parishes. A full
breakdown is attached at Appendix G. The average number of parishes per member
14
currently stands at 2.54. If the number of Members was reduced to 40, this average
would increase slightly but not significantly to 3. If it was reduced to 36 then the average
number of parishes per Member would rise to 3.4 – almost 1 additional parish per
Member.
6.2
For some Members this can mean a considerable amount of time is spent either
attending parish and town council meetings or dealing with parish business. A recent
survey of Members’ workload indicated that 60% of respondents spent up to 3 hours a
week on this with 30% spending up to 6 hours a week. Many parish and town councils
have ‘Reports from the District Councillor’ as a standing item on their agenda and most
Members will attend meetings to give an oral update. However, changes in technology
mean that members are beginning to move away from attending all such meetings and
more are providing regular updates to their parish and town councils by email ahead of
the meeting. A copy of the survey results is attached at Appendix H.
6.3
Six Members are ‘twin hatters’ and hold County Council seats as well as a District seat.
Several members are also town or parish councillors. This dual role can have the benefit
of creating a flow or network of information through which issues of local concern can be
channelled from grass roots through to strategic level.
6.4
To help councillors engage further with parish and town councils, the Standards
Committee has established regular engagement sessions covering issues of interest
and concern. These are run on a six monthly basis and are very well attended by parish
and town council representatives and district councillors.
6.5
The workload survey indicated that ward work is key to Member’s role in the local
community. One third of Members receive between 6 and 9 issues a week to deal with
and 32% of Members spend up to 6 hours a week responding to them. Although most of
these issues are dealt with by telephone, email has now overtaken face to face
meetings as a means of receiving and responding to issues of concern.
6.6
Social media is also on the rise a method of communicating with constituents. 32% of
survey respondents said that they now used it as a way to communicate. The recent
provision of mobile technology to all Members means that this figure is likely to rise
considerably over the next few years. It is not clear yet whether this has actually
increased the number of ward issues dealt with by Members as it is still quite a recent
development but it is possible that over the next 5 years the number of ward issues
dealt with by members will increase simply because it is a lot easier to for constituents
to contact them. However, this additional increase in workload should be easier to
manage because Members will be able to respond quickly and more easily rather than
by telephone or by meeting in person.
6.7
Representation on Outside Bodies
The Council currently has 35 outside bodies with a total of 50 appointments. A full
breakdown of bodies and appointments is attached at Appendix I. 50% of these
appointments are taken up by Cabinet members, resulting in the average number of
appointments per member (excluding Cabinet) as 0.5. If the number of Members was
reduced to 40, this would rise slightly to 0.6. Currently, opposition Members only hold
seven out of the 50 appointments. This has been an issue of concern in the past and the
Council has reviewed the way appointments to outside bodies are allocated. Prior to the
annual meeting of Council, submissions for these appointments can be put forward by
Group Leaders together with a supporting statement and Council considers each
‘application’ before voting on the appointment.
15
6.8
An annual review of outside bodies is undertaken prior to the May Council meeting. The
bodies and the Members are sent a feedback form to provide information on
attendance, regularity of meetings and provision of information. Members are invited to
comment on whether the body reflects the Councils priorities and whether the
appointment is beneficial. The list of outside bodies is reviewed on a regular basis by
the Overview and Scrutiny Committee and recommendations are put forward for
removal and additions to the approved list.
6.9
Members are encouraged to provide regular reports on the work of their outside bodies.
Depending on the body, these reports are made to a Committee, such as Overview and
Scrutiny or via the weekly Members’ Bulletin. All Members are expected to provide an
annual written update to the May Council meeting.
6.10
Responsibilities in addition to Council work
The workload survey also looked at Members commitments in addition to their
council work. 30% of respondents work full-time and 30% work part-time. Over 50%
undertake voluntary work. This can be beneficial as it brings a wider perspective to
the role of a councillor but it can also bring additional pressures particularly in the
amount of time that can be spent attending meetings and on ward work.
7.
The case for change
7.1
The initial stage of an electoral review is to determine the preferred council size and
to identify the average number of electors per councillor to be achieved across the
wards of the district.
7.2
In identifying the optimum number of Members, it was imperative that any reduction
in numbers should not reach a ‘tipping point’ where the performance of the Council
could be affected. With this in mind, and taking into account the criteria set out by
the LGBCE for assessing Council size submissions, the Council has considered the
impact of possible councillor numbers in relation to:

The decision-making processes of the Council

The Scrutiny process

The representational role of the councillor
Following this assessment, the conclusion is that the Council can run effectively and
efficiently with a reduction in Councillors from 48 to 40 – as set out below.
7.3
Impact on decision-making and the quasi-judicial process
No changes are intended to be made to the current decision-making structures. As
outlined in section 4 of this report, the Cabinet system operates very efficiently and
the Committees are well-attended with the length of meetings being manageable
(see Appendices A and J) A reduction of 8 Members to 40 represents 1/6 of the
current membership of the Council. Looking at the decision-making process
specifically, such a reduction would have no significant effect as we currently have 6
members who are not appointed to any committees. It can therefore be argued that
reducing the number of councillors by eight would have no detrimental impact on the
decision-making process as it currently stands. The table below shows that even if
the current seat allocation on committees is maintained, the average number of
seats per member only increases slightly if the number of councillors is reduced to
40. However, the average increases by almost one seat per Member if the number
of councillors is reduced significantly, for example by ¼ to 36 Members. This could
be seen as too large a reduction as it would increase the number of committee seats
allocated to each Member, on average by one third.
16
83 committee seats
(minus Cabinet member
seats on committees )
Average no. Seats per
member
48 Members
40 non-Cabinet
40 Members
32 non-Cabinet
36 Members
28 non-Cabinet
2.075
2.59
2.96
7.4
The table at Appendix K shows how the seat allocations could be reduced
proportionately in line with a reduction in the number of councillors. This shows that
with a reduction in the seat allocations, the impact is minimal, with no real increase
in the average number of seats per member.
7.5
Compared to some authorities, the allocation of committee seats to Cabinet
members is low, with only 5 out of a current total of 88 seats being taken by Cabinet
members. They do not sit on any of the regulatory committees and the 5 current
appointments are on Cabinet sub-committees or working parties. This means that it
is hard to calculate a tipping point where a reduction in the number of Members
would reach a point where the allocation of workload between Cabinet and nonCabinet becomes unrecognisable. As it stands, the workload of Cabinet members
remains high, with a recent survey for the review of Members allowances indicating
that they spend an average of 25 – 30 hours a week on Council related work, with
the Leader spending a considerably higher amount of time.
7.6
If the number of Members was reduced to 40, then the seat allocations on
committees could remain at 83 without a substantial impact on the workload of
Members. If Members were supportive of this approach, it could open up more
committee seats thus enabling more Members to engage in the decision-making
process, providing the opportunity for every Member to have a full and meaningful
role within the Council, as referred to in section 1.3 of this report.
7.7
The Scrutiny Process
The Scrutiny process at North Norfolk is effective and valued by Members, as
outlined in section 5 of this report. It is one of the Council’s largest committees and
even if the seat allocation was reduced in line with a reduction in the number of
Members, it would retain 10 seats and the current position of 1/3 of eligible nonexecutive Members having a seat on the Scrutiny Committee would continue.
7.8
It could be argued that if the current seat allocation was retained but the number of
members was reduced to 40, then there would be two additional seats available to a
reduced pool of members and this could improve engagement, particularly with
Cabinet, without compromising Members workload.
7.9
The representational role of the councillor
The table below shows the number of electors per councillor if the number of
Members is reduced together with a comparison based on the forecast number of
electors (generated through the Council’s elections system ‘Express’)
2016 electorate - 82,813
Number of councillors
Number of electorate
48
1725
40
2070
36
2300
2020 electorate 86,550
Number of councillors
Number of electorate
48
1803
40
2160
36
2404
17
Looking at the current figures, if the number of Members was 40, this would result in
an average increase of 345 electors per councillor or a 20% increase. If the size of
the Council was reduced by ¼ to 36, then the number of electors would rise to 2,300
per member – an increase of 575 or 33%. This does seem to be a significant
increase and therefore could be considered too much of a reduction in Council size.
It could be argued that such a reduction may even jeopardise the effectiveness of
Councillors being able to carry out their roles and engage with their constituents on
an individual basis. The figures do increase further when the forecast numbers are
taken into account, however, the reduction to 40 councillors would result in 130
additional electors per Member which is not too substantial.
7.10
A reduction of eight Members to 40 would still have an impact on the
representational role of Members but as more of them incorporate electronic
communication into their role, the demands on their time, particularly regarding face
to face meetings with constituents and attendance at parish and town council
meetings should reduce accordingly.
7.11
Regarding Members’ roles on Outside Bodies, as outlined in section 6.7, very few
non-Cabinet Members are appointed to these bodies and only 7 opposition group
members have a seat. A reduction in the number of Members could improve this
situation, particularly if the current number of 50 appointments is retained.
7.12
There is always the possibility that if the workload of Members increases too much
then prospective candidates will be deterred from standing for election in the future.
Historically, the Council has hosted a prospective candidates event in the October
prior to the district elections in the following May. These sessions have always been
well attended, with 25 people attending the last session and 11 of those going onto
stand for election. At the district election in 2015, the Conservative Party, Labour
Party and the Green Party all put forward candidates for every ward. Since 2011,
there has also been an increase in the number of younger people both standing and
being elected to the District Council. It is likely that the workload for Members would
have to increase substantially to deter people from putting themselves forward for
election and a reduction to 40 Members would not impact significantly on the
workload. The level of Members’ allowances has also been recently reviewed and
was increased, partly as a result of Members wanting to ensure that it was at a level
that would encourage younger, working people to stand for election
8.
Conclusion
8.1
The Council feels that a case can be made for reducing the number of councillors
from 48 to 40. The Governance arrangements of the Council have remained stable
since 2001 and Cabinet and the committees operate efficiently and effectively. Such
a reduction would also increase the Member to staff ratio so that it is similar to the
ratio in 2001 when the Cabinet system of governance was adopted.
8.2
As set out in the report, Democratic Services has carried out impact assessments on
reducing the number of councillors by eight to 40 and also by 12 to 36 and is
satisfied that a reduction of 8 will not adversely impact on the delivery of effective
and efficient services. It will also not over-burden the remaining 40 councillors in
their representational role.
9.
Implications and Risks
The impact assessments on the decision making process, the scrutiny function and
the representational role of councillors show that a reduction to 40 Members will not
have an adverse effect. It is likely that a larger reduction, to 36 for example, could
have a more significant impact particularly with regard to ward work and
engagement with local communities as the number of electorate per Member will
increase by a significant number.
18
10.
Financial Implications and Risks
There is no financial implication to undertaking the review and subsequent
submission on Council size. However, a reduction in Members to 40 would reduce
the budget for Members allowances by £40,000 per annum (£5000 per member pa).
11.
Sustainability
Not applicable
12.
Equality and Diversity
This report considers the impact on all Members regardless of their background.
19
Appendix A
Wards in North Norfolk
Electoral equality
Name of ward
North Norfolk
Astley
Briston
Chaucer
Corpusty
Cromer Town
Erpingham
Gaunt
Glaven Valley
Happisburgh
High Heath
Holt
Hoveton
Lancaster North
Lancaster South
Mundesley
North Walsham East
North Walsham North
North Walsham West
Poppyland
Priory
Roughton
Scottow
Sheringham North
Sheringham South
St. Benet
Stalham and Sutton
Suffield Park
The Raynhams
The Runtons
Walsingham
Waterside
Waxham
Wensum
Worstead
Cllrs
Electorate 2015
1
1
1
1
2
1
1
1
1
1
2
1
2
2
2
2
2
2
1
2
1
1
2
2
1
2
2
1
1
1
2
1
1
1
1,797
1,970
1,897
1,923
2,854
1,937
1,991
1,757
2,046
1,541
3,025
1,772
2,842
3,239
3,369
3,362
3,230
3,377
1,982
3,225
1,915
2,017
2,785
3,175
1,780
3,428
3,337
1,963
1,785
1,788
3,548
1,769
1,847
1,945
20
Variance 2015
5%
15%
11%
12%
-17%
13%
16%
3%
19%
-10%
-12%
3%
-17%
-5%
-2%
-2%
-6%
-1%
16%
-6%
12%
18%
-19%
-7%
4%
0%
-3%
15%
4%
4%
4%
3%
8%
14%
Appendix B
2001/02
2002/03
2003/04
2004/05
2005/06
2006/07
2007/08
2008/09
2009/10
2010/11
2011/12
2012/13
2013/14
2014/15
2015/16
2016/17
2017/18
2018/19
2019/20
2020/21
Appendix 3 - Housing Trajectory Table (April 2015)
Expected
PD and
Built Deliverable development on
additional
planning
unidentified
sources of
permissions
sites
supply
367
428
230
250
446
341
551
258
416
178
337
242
383
503
288
135
12
338
135
12
428
135
10
483
135
6
389
135
0
126
135
0
Deliverable
allocations
Total
367
428
230
250
446
341
551
258
416
178
337
242
383
503
435
485
612
821
669
301
0
0
39
197
145
40
21
Original
annual
average
requirement
400
400
400
400
400
400
400
400
400
400
400
400
400
400
400
400
400
400
400
400
Original
cumulative
requirement
400
800
1200
1600
2000
2400
2800
3200
3600
4000
4400
4800
5200
5600
6000
6400
6800
7200
7600
8000
Difference
(average completions)
-33
28
-170
-150
46
-59
151
-142
16
-222
-63
-158
-17
103
35
85
212
421
269
-99
Cumulative Cumulative
shortfall
total
-33
-5
-175
-325
-279
-338
-187
-329
-313
-535
-598
-756
-773
-670
-635
-550
-338
83
352
253
367
795
1025
1275
1721
2062
2613
2871
3287
3465
3802
4044
4427
4930
5365
5850
6462
7283
7952
8253
Appendix C
Number of available seats on Committees as at April 2016
Committees
Current - 88 seats
48 members
Audit Committee
Development Committee
Joint Staff Consultative Committee
Overview & Scrutiny
Licensing & Appeals
Standards Committee
Working Parties & Panels
Planning Policy & Built Heritage WP
Member Development Group
Constitution Working Party
Big Society Fund Grants Panel
Total
Seats held by Cabinet members on committees
Seats available to non-Cabinet members
Average no. seats per member (non-Cabinet)
6 seats
14 seats
5 seats
12 seats
15 seats
7 seats
11 seats
6 seats
5 seats
7 seats
88
5
83 (40 members)
2.075
22
Council Decision Making Structure
Appendix D
COUNCIL
EXECUTIVE
OVERVIEW/SCRUTINY
Cabinet
Housing
Panel
Joint
Staff
Consultative
Committee
Working
Parties/
Groups
REGULATORY
Overview and
Scrutiny
Committee
Licensing
and
Appeals
Committee
Task and
Finish
Groups
Licensing
Sub-Committee
Working Parties, Groups and Panels
Planning
Policy and
Built Heritage
Working
Party
Member
Development
Group
Coastal
Forum
Constitution
Working
Party
Big Society
Fund Grants
Panel
23
Development
Committee
Graham Allen
Awards
Judging Panel
Audit
Committee
Standards
Committee
Appendix E
Time in meetings
2014/15
Number of meetings
Time spent
Average per meeting
Audit Committee
4
5hrs 54 mins
89
Cabinet
10
5hrs 33 mins
33
Development Committee
14
48 hrs 21 mins
207
Full Council
8
7 hrs 34 mins
57
Licensing & Appeals
4
6 hrs 37 mins
99
Licensing Sub-Committee
7
17 hrs 30 mins
150
Overview & Scrutiny
9
27 hrs 04 mins
180
Planning Policy & Built Heritage
3
4 hrs 42 mins
94
Standards Committee
7
9 hrs 9 mins
78
Big Society Fund Grants Panel
3
6 hrs 51 mins
137
Constitution Working Party
3
4 hrs 12 mins
84
Council Tax Support
Not currently active
JSCC
Member Development Group
No meetings in this period
1
1 hour
24
Page 1
60
Appendix F
CABINET PORTFOLIO STRUCTURE
Cabinet Member
Portfolio
(Conservative)
o
o
Human Resources
Media and Publicity
Strategic Policy & Governance (including
Shared Services
Big Society
IT Oversight
Angie Fitch-Tillett, Deputy
Leader
o
o
Coastal Managment
Environmental Services (except Licensing)
Sue Arnold
o
o
Planning
Planning Policy
Nigel Dixon
o
o
Business and Economic Development
Tourism (including Tourist Information
Centres)
Wyndham Northam
o
o
Financial Services
Revenues and Benefits
Judy Oliver
o
o
o
o
Legal Services
Electoral Services
Democratic Services
Licensing
Becky Palmer
o
o
o
Leisure and Culture
Health and Well Being
Customer Services
John Rest
o
o
Strategic Housing
Corporate Assets
Tom FitzPatrick, Leader
o
o
o
25
Appendix G
Ward
Parish(es)
No. Parishes
Astley
Briningham
Fulmodeston
Hindolveston
Melton Constable
Thurning
Swanton Novers
Wood Norton
7
Ward
Members
1
Briston
Briston
1
1
Chaucer
Beeston Regis
East Beckham
West Beckham
Gresham
Matlaske
Sustead
Upper Sheringham
7
1
Corpusty
Baconsthorpe
Bodham
Corpusty
Edgefield
Hempstead
Itteringham
Lt. Barningham
Plumstead
8
1
Cromer
Town
Cromer
1
2
Erpingham
Alby
Aldborough
Colby
Erpingham
Hanworth
Ingworth
Wickmere
7
1
Gaunt
Antingham
Gimingham
Knapton
Swafield
Trunch
5
1
Glaven
Valley
Blakeney
Brinton
Field Dalling
Letheringsett
Morston
Stody
Thornage
Wiveton
8
1
Happisburgh
Dilham
Happisburgh
Honing
Walcott
Witton
5
1
26
Ward
Parish(es)
High Heath
Cley
High Kelling
Kelling
Salthouse
Weybourne
Holt
Hoveton
No. Parishes
5
Ward
Members
1
Holt
1
2
Ashmanhaugh
Hoveton
2
1
Lancaster
(North)
Fakenham North
1
2
Lancaster
(South)
Fakenham South
1
2
Mundesley
Bacton
Mundesley
Paston
3
2
North
Walsham
(East)
North Walsham East
1
2
North
Walsham
(North)
North
Walsham
North
1
2
North
Walsham
(West)
North Walsham
West
1
2
Poppyland
Northrepps
Overstrand
Sidestrand
Trimingham
4
1
Priory
Binham
Hindringham
Holkham
Langham
Stiffkey
Warham
Wells
7
2
Roughton
Felbrigg
Roughton
Southrepps
Thorpe Market
4
1
Scottow
Scottow
Sloley
Smallburgh
Tunstead
4
1
27
Ward
Parish(es)
No. Parishes
Sheringham
(North)
Sheringham North
1
Ward
Members
2
Sheringham
(South)
Sheringham
South
1
2
Stalham &
Sutton
Stalham
Sutton
2
2
St Benet
Barton Turf/Irstead
Horning
Neatishead
3
1
Suffield
Park
Suffield
Park
1
2
The
Raynhams
Dunton
Helhoughton
Hempton
Pudding Norton
Raynham
Tattersett
6
1
The Runtons
Aylmerton
East Runton
West Runton
3
1
Walsingham
Barsham
Great Snoring
Sculthorpe
Gt. Walsingham
Lt. Walsingham
Wighton
6
1
Waterside
Catfield
Hickling
Ludham
Potter Heigham
4
2
Waxham
Brumstead
East Ruston
Horsey
Ingham
Lessingham
Sea Palling
6
1
Wensum
Gunthorpe
Kettlestone
Little Snoring
Ryburgh
Stibbard
Thursford
6
1
28
Ward
Parish(es)
No. Parishes
Worstead
Felmingham
Skeyton
Suffield
Swanton Abbott
Westwick
Worstead
6
2 wards have 8 parishes
3 wards have 7 parishes
5 wards have 6 parishes
3 wards have 5 parishes
4 wards have 4 parishes
17 wards out of 34 have 4 or more parishes
Average per Member – 2.54 parishes
Average if Council size reduced to 40 – 3.05
Average if Council size reduced to 36 - 3.38
29
Ward
Members
1
Members workload
Appendix H
Q1 How much time do you spend each week
on the following? (approximately)Please
select all those that apply (please note ward
work is dealt with separately)
Answered: 27
Skipped: 0
Committee
meetings...
Research and
reading
Parish / town
council...
Outside bodies
Meetings with
officers at ...
Meetings with
external...
Travel time
0
1
2
1-3
hours
3
4
3-6
hours
5
6-9
hours
6
7
9 - 12
hours
8
9
more than 12
hours
10
Total
Weighted
Average
Committee meetings (including pre-agenda
meetings)
46.15%
12
23.08%
6
15.38%
4
3.85%
1
11.54%
3
26
2.12
Research and reading
11.11%
3
48.15%
13
22.22%
6
7.41%
2
11.11%
3
27
2.59
62.96%
17
33.33%
9
3.70%
1
0.00%
0
0.00%
0
27
1.41
73.68%
14
5.26%
1
10.53%
2
5.26%
1
5.26%
1
19
1.63
72.00%
18
4.00%
1
8.00%
2
0.00%
0
16.00%
4
25
1.84
Meetings with external partners / other
authorities
63.16%
12
21.05%
4
15.79%
3
0.00%
0
0.00%
0
19
1.53
Travel time
53.85%
14
23.08%
6
11.54%
3
7.69%
2
3.85%
1
26
1.85
Parish / town council meetings and liaison
Outside bodies
Meetings with officers at the council
1 30
/6
Members workload
Q2 Approximately how many ward issues
do you receive a week?
Answered: 27
Skipped: 0
1 -3
3-6
6-9
9 -12
more than 12
0%
10%
20%
30%
40%
Answer Choices
50%
60%
70%
80%
90%
100%
Responses
1 -3
33.33%
9
3-6
25.93%
7
6-9
37.04%
10
9 -12
0.00%
0
more than 12
3.70%
1
Total
27
2 31
/6
Members workload
Q3 On average how long does it take you to
deal with ward issues each week?
Answered: 27
Skipped: 0
1 -3 hours
3 - 6 hours
6 - 9 hours
9 - 12 hours
more than 12
hours
0%
10%
20%
30%
40%
Answer Choices
50%
60%
70%
80%
90%
100%
Responses
1 -3 hours
37.04%
10
3 - 6 hours
29.63%
8
6 - 9 hours
14.81%
4
9 - 12 hours
14.81%
4
more than 12 hours
3.70%
1
Total
27
3 32
/6
Members workload
Q4 How do you communicate with your
constituents? (please select all that apply)
Answered: 27
Skipped: 0
Telephone
In person
Email
Social media
0%
10%
20%
30%
40%
Answer Choices
50%
60%
70%
80%
90%
100%
Responses
Telephone
100.00%
27
In person
92.59%
25
Email
96.30%
26
Social media
37.04%
10
Total Respondents: 27
4 33
/6
Members workload
Q5 When communicating with your
constituents, which method do you use the
most frequently?
Answered: 27
Skipped: 0
Telephone
Email
in person
Social media
0%
10%
20%
30%
40%
Answer Choices
50%
60%
70%
80%
90%
100%
Responses
Telephone
22.22%
6
Email
51.85%
14
in person
25.93%
7
Social media
0.00%
0
Total
27
5 34
/6
Members workload
Q6 Do you have responsibilities /
commitments in addition to your council
work?
Answered: 26
Skipped: 1
Work full-time
Work part-time
voluntary work
Other
0%
10%
20%
30%
40%
Answer Choices
50%
60%
70%
80%
90%
100%
Responses
Work full-time
26.92%
7
Work part-time
26.92%
7
voluntary work
50.00%
13
Other
53.85%
14
Total Respondents: 26
6 35
/6
Appendix I
REPRESENTATIVES ON OUTSIDE BODIES
ORGANISATION
NUMBER OF
REPRESENTATIVES
MEMBER (S) &
SUBSTITUTE(S) WHERE
REQUIRED & Status
A Fitch-Tillett
W J Northam
R Price
B Smith
L Walker
Bacton Gas Terminal
Environmental Liaison Committee
5
Broads Authority
(Portfolio Holder )
1
P Rice
Broads Internal Drainage Board
8
Broads Tourism
1
A Fitch-Tillett
P Grove-Jones
W J Northam
P Rice
R Price
N Smith
B Jarvis
L Walker
N Dixon
Citizen’s Advice Stakeholder
Forum (Norfolk CAB)
2
B Palmer
V Gay
Community Rail Norfolk
1
N Dixon
(Director)
Cromer Lawn Tennis & Squash
Association
3
J Oliver
N Pearce
T FitzPatrick
Duty to co-operate Members’
Forum
(Portfolio Holder preferred)
1
S Arnold
Fakenham Community Campus
Trust
Former RAF Coltishall Community
Liaison Reference Group
1
J Punchard
3
N Dixon
S Shaw
G Williams
Happisburgh Lighthouse Trust
1
L Walker
Health and Well Being Board
1
A Claussen-Reynolds
36
ORGANISATION
NUMBER OF
REPRESENTATIVES
HMP Bure Liaison Committee
3
MEMBER (S) &
SUBSTITUTE(S) WHERE
REQUIRED & Status
S Shaw
R Shepherd
G Williams
Local Government Association –
SIG - Coastal issues
1+ Sub
A Fitch-Tillett
(H Cox)
Local Government Association –
SPARSE Rural Sub SIG
1
T FitzPatrick
Mid-Norfolk Citizens Advice
Bureau
1
D Young
1+ Sub
B Jarvis
(J English & M Prior)
1+1 Sub
A Fitch-Tillett
(S Hester & V FitzPatrick)
Norfolk Arts Forum Executive
(Portfolio Holder preferred)
Norfolk Coast Partnership
Norfolk Health Overview & Scrutiny
Committee (must be a Member of
Overview & Scrutiny Committee)
1+Sub
A Claussen-Reynolds
(N Smith)
Norfolk Rail Group
1+Sub
N Dixon
(H Cox)
Norfolk Records Committee
1
A Claussen-Reynolds
Norfolk Rivers Internal Drainage
Board
5
A Green
P W Moore
B Palmer
R Reynolds
S Ward
Norse Environmental Waste
Services (NEWS)
1
T FitzPatrick
(Director)
North Norfolk Community
Transport Association
North Norfolk Historic Buildings
Trust
2
1
N Coppack
N Lloyd
A Green
North Walsham Sports Hall User
Forum
1
N Lloyd
37
ORGANISATION
NUMBER OF
REPRESENTATIVES
Rural Development Programme
England – LAG Boards
- Wensum
- Broads
Sheringham Little Theatre Society
Board
(Portfolio Holder preferred)
2
MEMBER (S) &
SUBSTITUTE(S) WHERE
REQUIRED & Status
N Dixon
N Dixon
2
D Smith
R Stevens
Sheringham Shoal Community
Fund Grant Assessment Panel
Sheringham Sports Association
1
T FitzPatrick
2
J Oliver
R Shepherd
Southrepps Commons
Management Committee
1
S Arnold
Visit North Norfolk
2
N Dixon
John Rest
(Directors)
Wash & North Norfolk Coast
Marine Special Area of
Conservation Management Group
(Portfolio Holder preferred)
1
(1 sub)
Wells Harbour Users’ Advisory
Committee
(Portfolio Holder preferred)
1
Wells Maltings Trust
1
(1 sub)
A Fitch-Tillett
H Cox (sub)
V FitzPatrick
S Hester
V FitzPatrick (sub)
Total number of Outside Bodies – 35
Total number of appointments - 50
Number of Portfolio Holder appointments to Outside Bodies – 25 (50%)
Average number of appointments per member (excluding Cabinet) 25 /40 = 0.6
Number if council size reduced to 40 (excluding Cabinet) 25/32 = 0.78
Number if council size reduced to *36 (excluding Cabinet) 25/30 = 0.83
*(assuming Cabinet of 6 members)
38
Appendix J
Members’ Attendance 2015/16*
Member
Expected
attendance
Arnold, S
27
Butikofer, S
32
Claussen-Reynolds, A
42
Coppack, N
28
Cox, H
26
Dixon, N
19
English, J
29
Fitch-Tillett, A
19
FitzPatrick, T
21
FitzPatrick V
13
Gay, V
24
Green, A
27
Grove-Jones, P
37
Hannah, B
19
Hester, S
26
High, P
41
Jarvis, B
12
Knowles, M
23
Lee, J
15
Lloyd, N
9
McGoun, B
15
Moore, A
13
Moore, P
28
Northam, W
19
Oliver, J
19
Palmer, B
23
Pearce, N
34
Perry-Warnes, G
18
Price, R
15
Prior, M
19
Punchard, J
17
Rest, J
19
Reynolds, R
44
Rice, P
28
Seward, E
19
Shaw, S
36
Shepherd, R
36
Smith, B
40
Smith, D
19
Smith, N
39
Stevens, R
14
Uprichard, V
37
Walker, L
9
Ward, S
18
Wells, A
9
Williams, G
9
Yiasimi, A
9
Young, D
13
Conservative Party
Actual
attendance
24
28
41
25
23
16
21
15
21
7
21
25
30
9
16
32
1
20
8
9
8
8
22
18
15
17
28
13
10
17
11
19
43
15
17
25
32
34
9
32
13
30
5
3
8
6
7
13
39
Attended as
Also attended
substitute
0
9
0
11
0
20
0
0
0
2
0
2
0
1
0
5
0
10
0
3
1
4
0
7
0
9
0
0
0
0
0
12
0
0
0
0
0
2
0
0
0
0
0
8
1
5
0
1
0
3
0
9
1
13
0
4
1
0
0
22
0
1
0
8
1
17
0
2
0
4
0
0
0
11
0
7
0
2
0
8
0
1
0
0
0
0
0
0
1
1
0
6
0
3
1
8
Liberal Democrat Party
*This is based on the Council’s Programme of Meetings for the municipal year 2015/16 for
Full Council, Cabinet, Overview and Scrutiny Committee, Development Committee, Audit
Committee, Licensing and Appeals Committee Licensing Sub-Committees, Standards
Committee, Members Development Group, Planning Policy and Built Heritage Working Party
and Joint Staff Consultative Committee, but excludes site meetings, the Coastal Issues
Forum and the Big Society Fund Grants Panel which do not have formal memberships.
Members also attend a number of other meetings which are not shown here.
40
Appendix K
Projections if number of available committee seats reduced in line proportionally with a reduction
in councillors
Committees
Current - 88 seats
48 members
Reduced by 14 (1/6)
40 members
Reduced by 22 (1/4)
36 members
Audit Committee
Development Committee
Joint Staff Consultative
Committee
Overview & Scrutiny
Licensing & Appeals
Standards Committee
Working Parties & Panels
Planning Policy & Built
Heritage WP
Member Development
Group
Constitution Working Party
Big Society Fund Grants
Panel
Total
Seats held by Cabinet
members on committees
Seats available to nonCabinet members
6 seats
14 seats
5 seats
5 seats
12 seats
5 seats
5 seats
10 seats
5 seats
12 seats
15 seats
7 seats
10 seats
13 seats
5 seats
8 seats
11 seats
5 seats
11 seats
9 seats
7 seats
6 seats
5 seats
5 seats
5 seats
7 seats
5 seats
5 seats
5 seats
5 seats
88
5
74
4
66
4
83 (40 members)
70 (32 members)
62 (30 members)
Average no. seats per
member (non-Cabinet)
2.075
assuming Cabinet reduces
proportionally to 6
2.18
41
2.07
North Norfolk District Council
Cabinet Work Programme
For the Period 01 May 2016 to 30 Sept 2016
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Lead Officer
Cabinet
09 May 2016
Judy Oliver
Scrutiny
18 May 2016
Boundary Review –
submission on
Council size
Emma Denny
Democratic Services
Team Leader
01263 516010
Council
23 May 2016
Cabinet
09 May 2016
Shannocks Hotel
Judy Oliver
Nick Baker
Corporate Director
01263 516221
Cabinet
06 Jun 2016
CPO – Golf Practice Judy Oliver
Ground
Cabinet
06 Jun 2016
Out-turn report
Scrutiny
15 Jun 2016
Council
22 Jun 2016
Status / additional
comments
May 2016
Steve Blatch
Corporate Director
01263 516232
Exempt Information
June 2016
Karen Sly
Head of Finance
01263 516243
Key Decision – a decision which is likely to incur expenditure or savings of £100,000 or more, or affect two or more wards. (NNDC
Constitution, p9 s12.2b)
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information) (England) Order
2006)
42
North Norfolk District Council
Cabinet Work Programme
For the Period 01 May 2016 to 30 Sept 2016
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
06 Jun 2016
Street Naming &
Numbering – fees
and charges and
review of policy
Cabinet
Member(s)
Lead Officer
Status / additional
comments
Rachel Parkin
Property Information
Team Leader
01263 516013
*affects all wards
Cabinet
06 Jun 2016
Scrutiny
15 Jun 2016
Cabinet
06 Jun 2016
Scrutiny
15 Jun 2016
Council
22 Jun 2016
Cabinet
06 Jun 2016
Scrutiny
15 Jun 2016
Council
22 Jun 2016
Performance
Management –
Annual Report
Tom FitzPatrick
Debt Management
Annual Report
Wyndham Northam
Housing Strategy
John Rest
Helen Thomas
Policy & Performance
Management Officer
01263 516214
Revenues & Benefits
Manager
01263 516081
Nicola Turner
Team Leader –
Strategy
01263 516222
Key Decision – a decision which is likely to incur expenditure or savings of £100,000 or more, or affect two or more wards. (NNDC
Constitution, p9 s12.2b)
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information) (England) Order
2006)
43
North Norfolk District Council
Cabinet Work Programme
For the Period 01 May 2016 to 30 Sept 2016
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Lead Officer
Cabinet
06 Jun 2016
Wyndham Northam
Scrutiny
15 Jun 2016
Treasury
Management
Annual Report
Tony Brown
Technical Accountant
01263 516126
Council
Council
22 Jun 2016
22 Jun 2016
Shared Services
Tom FitzPatrick
Sheila Oxtoby
Council
22 Jun 2016
Devolution
Tom FitzPatrick
Sheila Oxtoby
Cabinet
04 Jul 2016
Tom FitzPatrick
Scrutiny
13 Jul 2016
Business
Transformation
Update
Sean Kelly
Head of Business
Transformation
01263 516276
Cabinet
04 Jul 2016
Inward Investment
Strategy
Nigel Dixon
Scrutiny
13 Jul 2016
Michelle Burdett
Economic Growth
Manager
01263 516233
Council
20 Jul 2016
Status / additional
comments
July 2016
6 monthly update
Key Decision – a decision which is likely to incur expenditure or savings of £100,000 or more, or affect two or more wards. (NNDC
Constitution, p9 s12.2b)
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information) (England) Order
2006)
44
North Norfolk District Council
Cabinet Work Programme
For the Period 01 May 2016 to 30 Sept 2016
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Lead Officer
Status / additional
comments
Cabinet
04 Jul 2016
John Rest
13 July 2016
Nicola Turner
Team Leader –
Strategy
01263 516222
Exempt information
Scrutiny
Property
Investment
Strategy
Council
Cabinet
20 Jul 2016
04 Jul 2016
Enforcement Board
Update
Judy Oliver
Scrutiny
13 Jul 2016
Nick Baker
Corporate Director
01263 516221
Cabinet
04 Jul 2016
Financial Strategy
Wyndham Northam
Scrutiny
13 Jul 2016
Karen Sly
Head of Finance
01263 516243
Council
Council Tax Support
Working Party
20 Jul 2016
June (tbc)
Wyndham Northam
Liz Codling
Benefits Manager
01263 516061
Cabinet
04 Jul 2016
To agree Council
Tax Support
payments for
2017/18
September 2016
Cabinet
06 Jun 2016
Communications
Strategy
Tom FitzPatrick
Sue Lawson
Communications &
PR Manager
01263 516344
Key Decision – a decision which is likely to incur expenditure or savings of £100,000 or more, or affect two or more wards. (NNDC
Constitution, p9 s12.2b)
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information) (England) Order
2006)
45
Agenda item 13
OVERVIEW AND SCRUTINY COMMITTEE WORK PROGRAMME 2016/2017
Annual Work Programme
May
Road Safety and Reduction –
Norfolk County Council & Norfolk
Constabulary
Boundary Review –
submission on
Council size
At Committee’s request
Judy Oliver
Emma Denny
New item
John Rest
Nicola Turner
Wyndham Northam
Karen Sly
Wyndham Northam
Helen Thomas
Wyndham Northam
Revenues & Benefits Manager
Wyndham Northam
Tony Brown
New item
Angie Fitch-Tillett
At Committee’s request
John Rest
Nicola Turner
Tom FitzPatrick
Sean Kelly
Annual
June
Housing Strategy
Outturn Report
Performance Management Annual
Report
Debt Management Annual Report
Treasury Management Annual
Report
Cyclical
Cyclical
Cyclical
Cyclical
July
Presentation by Norfolk Coast
Partnership
Housing Allocation Scheme
Business Transformation update
46
Cyclical (Six monthly)
Inward Investment Strategy
Waste Update
Enforcement Board Update
Nigel Dixon
Michelle Burdett
Angie Fitch-Tillett
Scott Martin
Judy Oliver
Nick Baker
New item
Becky Palmer
Steve Blatch
Sonia Shuter
Judy Oliver
Steve Hems
John Rest
Steve Blatch
Nicola Turner
Tom FitzPatrick
Sue Lawson
Wyndham Northam
Karen Sly
Wyndham Northam
Karen Sly
At Committee’s request
Cyclical (Six-monthly)
Cyclical
September
CAB – update on new
arrangements (quarterly)
Combined Enforcement Team
Property Investment Strategy –
presentation by Gleeds (tbc)
Communications Strategy
Financial Strategy
Budget Monitoring – Period 4
New item
At Committee’s request
New item
Cyclical
cyclical
October
Regulation of Investigatory
Powers Act- Policy
Review of Crime & Disorder in the
District – to include anti-social
behaviour, domestic violence,
neighbourhood nuisance
Nick Baker
Angie-Fitch Tillett
Steve Blatch
47
At Committee’s request
Update on planning service
Presentation on Deep History
Project
Sue Arnold
Nicola Baker
Nigel Dixon
Michelle Burdett
At committee’s request
November
Sheringham Little Theatre presentation
Tourism update
Culture and Arts update
At Committee’s request
Nigel Dixon
Michelle Burdett
Becky Palmer
Treasury Management Half Yearly
report
At Committee’s request
At committee’s request
Disabled facilities grants - update
Budget Monitoring Period 6
Annual update
Wyndham Northam
Karen Sly
Wyndham Northam
Karen Sly
December
Review of public transport
provision in the District
Business Transformation Update
Enforcement Board Update
Managing Performance Q2
At Committee’s request
Tom FitzPatrick
Sean Kelly
Judy Oliver
Nick Baker
Tom FitzPatrick
Helen Thomas
Cyclical (Six monthly)
Angie Fitch-Tillett
Scott Martin
Cyclical (Six monthly)
Cyclical
Cyclical
January
Waste Update
48
Customer Services Update
Leisure Services Update
Becky Palmer
David Williams
Becky Palmer
Karl Read
At Committee’s request
Tom FitzPatrick
Helen Thomas
Wyndham Northam
Karen Sly
Wyndham Northam
Karen Sly
Cyclical
Tom FitzPatrick
Helen Thomas
Wyndham Northam
Karen Sly
Annual
Annual update
February
Managing Performance Q3
Base Budget 2016/17
Projections – 2017/18 & 2018/19
Treasury Strategy 2017/18
Annual
Annual
March
Annual Action Plan
Budget Monitoring Period 10
49
cyclical