Issue - meetings

At the Council meeting of the 24th July 2014, it was agreed that Area Committee meeting frequency was to be altered from the current ‘every eight weeks’ to ‘at least four times per year’ commencing from October 2014. Each Area Committee would set its own timetable of meetings for the municipal year.

 

Members are asked to review the meeting schedule for the coming year.

 

Wednesday, 29th October, 2014

Open Forum

 

Wednesday, 7th January, 2015

Open Forum

Policing and Safer Neighbourhoods

 

Thursday, 5th March, 2015

Open Forum

 

Thursday, 23rd April, 2015

Open Forum

Policing and Safer Neighbourhoods

Community Grants

 

Current schedule (September 2014 – May 2015) attached.

 

The Committee were asked to consider the frequency of Area Committee Meetings for the remainder of the municipal year 2014/15.

 

Councillors Holland and Hipkin suggested that there were less-costly alternatives to Area Committees by which members of the public might be engaged in the democratic process and involved in consultation as effectively as the present system.

 

Councillors Holland and Hipkin reminded the committee that all responsible authorities and in particular, Cambridgeshire County Council, are required to examine existing practices and find more cost-effective means of delivering services rather than cutting services. 

 

To this end, Councillors Holland and Hipkin recommend that Councillors have the responsibility to be more proactive in the way they communicate effectively with their electorate and public meetings might be called as and when needed by local residents.  Now that the planning element of Area Committees has returned to the central Planning Committee, the rest of the agenda needs to be scrutinised as to whether it merits separate and costly evening meetings which often duplicate what comes before scrutiny and regulatory committees.

 

Councillor Hipkin requested that figures for public attendance at all future meetings be recorded.

 

Councillor Cantrill suggested that figures for public attendance should be recorded for all meetings.

 

Councillor Cearns recommended that Committee should think about the structure of the meetings, the start times, when the meeting take place and the items that are placed on the agenda.

 

Comments from members of the public.

 

       i.          The public must be encouraged to engage more in the discussion rather than sit and listen.

     ii.          Would encourage Councillors to site with the public to listen to what they want from the meetings.

   iii.          The Committee must continue as they are part of the democracy process.

   iv.          Discuss issues that are important to the community.

 

The following items for future meetings were put forward:

 

       i.          University Arms Hotel development.

     ii.          Business Improvement District.

   iii.          The Management of tourist Coaches.

   iv.          The future of the long distance bus station.

    v.          Environmental Improvement Projects updates at every meeting.

   vi.          Updates on S106 spending at each meeting.

 

Councillor Smith suggested that a ‘brain storming’ session took place with members of the public to discuss what could be done to encourage public attendance and participation.

 

The Committee:

 

Resolved (7 votes to 2 votes) to keep to the current schedule of meetings October 2014 – April 2015 as follows:

 

       i.          29 October 2014.

     ii.          7 January 2015.

   iii.          5 March 2015.

   iv.          23 April 2015.

 

The situation would be reviewed in New Year 2015.