Agenda Item No. 9
NORTH WARWICKSHIRE BOROUGH COUNCIL
MINUTES OF THE
DEMOCRATIC ARRANGEMENTS
TASK AND FINISH GROUP
Present:
13 April 2005
Councillors Fowler, Hayfield, Phillips, Powell and Sweet.
Apologies for absence were received from Councillors Hayfield and Swann
In attendance: Jerry Hutchinson and David Harris
1.
Chairman
It was proposed by Councillor Fowler, seconded by Councillor Sweet and
Resolved:
That Councillor Powell be elected Chairman for the meeting.
2
Minutes
The minutes of the meeting of the Group held on 23 February 2005 were agreed as
a true and correct record.
3
4
Matters Arising
(a)
Overview and Scrutiny - Jerry Hutchinson reported that a letter had been
received from South Derbyshire District Council inviting Members and
Officers to observe Overview and Scrutiny Committee meetings at that
authority. A mutually convenient date for a visit would be arranged in due
course. [Action John Bird]
(b)
Portfolios - It was noted that a meeting of Portfolio Holders / Shadow
Portfolio Holders and Lead Officers was still to be arranged. [Action David
Harris]
(c)
Agendas and meetings – It was agreed that further consideration be given to
the structure of agendas, reports etc. [Action: David Harris]
Review of Rationalisation of Task and Finish Groups
The Group was invited to consider the current status of the Task and Finish Groups.
It was agreed that those Groups which had completed its business e.g. CPA
Member Steering Group or were no longer required e.g. Licensing Panel could be
deleted.
It was further suggested and agreed that the remaining Groups be split into two
categories:(i)
(ii)
Task and Finish Groups
Others e.g. Special Sub-Group
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[Action David Harris to circulate revised list for consideration in the new Municipal
Year].
5
Outside Bodies
The Group was invited to consider the current list of outside bodies.
[David Harris to confirm current status of a number of outside bodies then circulate
to Group Leaders].
6
Review of Democratic Arrangements
The Board was invited to consider suggested amendments to the democratic
arrangements.
Recommendation to the Council:
a
That the Regulatory Board be re-named the Planning and
Development Board and the necessary amendments to the
Constitution be made;
b
That, following consultation with Extended Management
Team, the Chief Executive be asked to bring forward detailed
proposals for a review of the Responsibility for Functions set
out in the Constitution (Part 3), in particular proposals to
place all housing functions under the responsibility of
Resources Board and all Leisure functions under the
responsibility of Community and Environment Board, and
that further consideration be given to a mechanism for
appropriate policy recommendations to go to Service Boards
and then Full Council; and
c
That the delegation to the the Assistant Director (Leisure and
Facilities) as set out on Page 50 (k) of the Constitution be
amended to read as follows:(k)
7
To determine applications by charitable organisations
for the use of recreational and other facilities,
including the Market Square, Atherstone, at free or
concessionary rates, subject to recovery of heating,
lighting and other costs from the organisation and to a
report being submitted for information to the next
meeting.
(This power is to be exercised after
consultation with the Chairman and Vice-Chairman of
the Board).
Date for Future Meetings
Wednesday 25 May 2005 at 4pm
Wednesday 22 June 2005 at 4pm
Wednesday 27 July 2005 at 4pm
Chairman
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NORTH WARWICKSHIRE BOROUGH COUNCIL
MINUTES OF THE
DEMOCRATIC ARRANGEMENTS
TASK AND FINISH GROUP
Present:
25 May 2005
Councillors Fowler, Hayfield, Phillips, M Stanley, Swann and Sweet.
An apology for absence was received from Councillor Powell
In attendance: Jerry Hutchinson and David Harris
1
Minutes
The minutes of the meeting of the Group held on 13 April 2005 were agreed as a
true and correct record.
2
3
Matters Arising
(a)
Overview and Scrutiny - it was noted that the visit to South Derbyshire
District Council was still to be arranged;
(d)
Portfolios - that the meeting of Portfolio Holders/Shadow Portfolio Holders
and Lead Officers was to be held on Monday 20 June 2005;
(e)
Agendas and meetings – that the review of agendas and reports be reported
to the Executive Board.
Public Participation in Meetings and Council Business
The Group was invited to consider ways of engaging the public in meetings and
other Council business. Initially it was agreed to concentrate on two areas namely
Question Time at Full Council meetings and Public Speaking at Planning and
Development Board meetings.
Recommended:
a
That the Council supports the principle of public questions at Full
Council meetings;
b
That the Chief Executive be asked to report to a future meeting of the
Executive Board setting out a proposed scheme for the implementation
of a above;
c
That the Council supports the principle of public speaking at meetings
of the Planning and Development Board;
d
That the Chief Executive be asked to arrange visits to local authorities
who currently operate a policy of public speaking at Planning and
Development meetings;
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4
e
That members of both this Group and the Planning and Development
Board be invited to attend any such visits; and
f
That following the visits, a further report be submitted to this Group.
Developing Role of Area Forums by Greater Engagement with Local
Communities and Consideration of Increased Powers
The Group was invited to consider how it could contribute to the development of the
role of Area Forums by greater engagement with local communities and
consideration of increased powers, as recommended in the CPA Improvement Plan.
There was a general discussion and it was agreed:a
That at the recent round of Area Forum meetings there was greater
involvement from Parishes, agencies and the local community;
b
That Parish Councils be invited to submit items for consideration at
future Area Forum meetings;
c
That with regard to publicising meetings, Members be asked to notify
the Democratic Services Section of the most appropriate sites and
locations in their Wards for material to be sent;
d
That ‘North Talk’ be used to promote the work of the Forums and, in
particular, highlight where and on what money has been spent; and
e
That the Group considered the current Scheme of Delegation to Area
Forums to be adequate.
C Hayfield
Chairman
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NORTH WARWICKSHIRE BOROUGH COUNCIL
MINUTES OF THE
DEMOCRATIC ARRANGEMENTS
TASK AND FINISH GROUP
Present:
22 June 2005
Councillors Phillips, Powell, M Stanley, Swann and Sweet.
Apologies for absence were received from Councillors Fowler
and Hayfield
In attendance: John Bird and David Harris
1
Minutes
The minutes of the meeting of the Group held on 25 May 2005 were agreed as a
true and correct record.
2
3
Matters Arising
(a)
Overview and Scrutiny - it was noted that the visit to South Derbyshire
District Council was still to be arranged;
(f)
Agendas and meetings/Area Forums Review/Public Participation in
Meetings and Council Business – David Harris informed the Group that a
report was being presented to Executive Board on 4 July 2005 on these
issues.
Democratic Arrangements
The Group was invited to consider a number of issues relating to the Democratic
Arrangements, namely Housing and Leisure functions, policy issues, overview and
scrutiny and the work programme.
Recommended:
a
That the revised responsibilities for functions for the Resources Board
and Community and Environment Board, taking into account the
changes for Housing and Leisure, as circulated at the meeting, be
agreed;
b
That the necessary amendments be made to the Constitution to reflect
the changes at a above;
c
That, following further investigation, the Chief Executive be asked to
report to the Group on the most appropriate arrangements for
formulating the overall policy framework of the Council;
d
That the minutes of the first meeting of the Fourth Option Special
Interest Group held on 25 May 2005 be noted; and
e
That progress on the work programme be noted.
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4
Meeting Between Portfolio Holders/Shadow Portfolio Holders and Lead
Officers
The draft notes of the meeting held on 20 June 2005 were circulated.
5
Dates of Future Meetings
Wednesday 27 July at 4 pm
Wednesday 7 September at 4 pm
Wednesday 19 October at 4 pm
Chairman
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