Agenda item

To consider a report by the Democratic Services Manager (copy attached) to provide the results of the Survey.

 

The Lead Member for Corporate Standards, Councillor Mark Young, introduced the Survey of Members on the Timing of Council Meetings report (previously circulated) to provide results of the Survey.

 

A survey of Members had been conducted during August and September 2018 to ascertain preferences in respect of timings and locations of Council and Committee meetings.  A total of 35 responses were received which represented 74% of the Council members.

 

Councillor Paul Penlington stated that the survey had been based on an anonymous Survey Monkey which, in his opinion was undemocratic and the questions were leading.   He felt morning meetings in Ruthin were not conducive to the majority of people in Denbighshire if they wanted to attend a meeting.  Planning Committee was the meeting at which members of the public attended because they usually had a vested interest. 

 

Councillor Penlington went on to state that 6.30 p.m. meetings had not been suggested, but the Task and Finish Group had been in favour of at least one Committee meeting commencing at 4.00 p.m.  The Task and Finish Group remit was to report back to Full Council but it had reported back to the Democratic Services Committee, which again, in his opinion, was undemocratic. 

 

Finally, Councillor Penlington stated that the Wellbeing of Future Generations Act was in place to involve people and the Council needed to reflect the diversity of the area.   In conclusion he believed the survey was largely inadequate and undemocratic.  He felt the Council was failing to address the Wellbeing & Future Generations Act and any decisions made on meeting times should have been as a result of a democratic vote at Full Council.

 

The Head of Legal, HR & Democratic Services stated that there was a requirement under the Local Government Measure to survey Councillors as to when they would prefer to attend meetings.  Leading up to elections, roadshows had taken place throughout the county for prospective candidates to attend.  There would be cost implications to keeping buildings open for evening meetings. There would not be an additional cost regarding staff who support meetings as they worked on a flexible system.

 

During debate, the following points were raised:

·       It was felt by certain members that there was a need for some sort of public survey to ascertain the views of the public.

·       Some members expressed concern regarding evening meetings as, especially during the winter months, it was unsafe for people to make journeys late at night.

·       Members who had families would not like to be out at meetings in the evenings as they would miss out on valuable family time.

·       A number of Councillors were Town & Community Councillors and also School Governors, meetings of which were held in the evenings.

·       A number of Councillors expressed the fact that they had taken offence at the recently published Daily Post article which referred to Councillors as being in a “retirement club”.

·       It was confirmed that a discussion could take place outside the meeting to discuss the questions within the survey for future reference.

·       Democratic Services Committee was to support Members in all areas and was a statutory Committee which was able to deal with the Task and Finish Group report.

·       Regarding public accessibility, one way the council was addressing that issue was by webcasting meetings.

 

At this juncture, Councillor Paul Penlington accepted and proposed the findings of the Task and Finish Group and agreed with the suggestion of holding one Committee meeting at 4.00 p.m.  He proposed the meeting to be held at 4.00 p.m. should be Planning Committee. The proposal was SECONDED by Councillor Emrys Wynne. 

 

Councillor Joe Welch in his capacity as Chair of the Planning Committee stated that Planning Committee was one of the most well attended by both public and non-Committee Members.  He stated his disapproval of Planning Committee taking place at 4.00 p.m.

 

It was agreed that the amendment would read that the findings of the Task and Finish Group be agreed with one Committee meeting taking place at 4.00 p.m.  The proposal was SECONDED by Councillor Geraint Lloyd Williams.

 

A vote on the proposed amendment by Councillor Paul Penlington took place as follows:

 

(i)              In favour – 10

(ii)             Abstain – 2

(iii)            Refuse – 28

 

Therefore, the proposed amendment was not carried.

 

A vote on the original recommendation to confirm the current arrangements took place as follows:

 

(i)              In favour – 29

(ii)             Abstain – 5

(iii)            Refuse – 6

 

RESOLVED that the Council considered the results of the survey and the recommendation by the Democratic Services Committee and confirms the arrangements for the timing and venues of Council and Committee meetings to remain as currently.