Agenda item

(a)       That Members be asked to vote only on arrangements for committees on which they serve, including substitutes where these existed; and

(b)       That an item be scheduled for each committee to consider how they wish to vote on their preferred pattern of meetings.

The Democratic Services Manager presented a report on Member consultation for committee meeting times, along with a proposed survey form.  He set out the proposed approach to invite elected and co-opted Members to submit their opinions on preferred times and weekdays, including the option for evening meetings.

Councillor Chris Bithell referred to the potential cost implications of holding evening meetings and suggested twilight meetings between 5-7pm as a more cost-effective alternative.  The Democratic Services Manager agreed to include this option in the survey as it may help to avoid clashes with Town/Community Council meetings.  He also agreed that the 9am and 10am timeslots should be shown as separate options, as requested by Councillor Clive Carver.

On twilight meetings, points were raised by Councillor Marion Bateman and Neville Phillips on the implications for staff working arrangements and the prospect of clashes with School Governor meetings.

Councillor Mike Peers said that only the membership of individual committees should be entitled to vote on those meeting times.  The Chief Officer explained that any new arrangements would apply to meetings throughout the whole of the current Council term during which time memberships may change.  He also pointed out that a Member wishing to be on a particular committee may be unable to do so due to the current arrangements.

In support of wider consultation, Councillor Bithell pointed out that other Members often attended Overview & Scrutiny meetings as observers.

Councillor Peers proposed that Members be asked to only vote on committees on which they served, including substitutes where these existed.  This was seconded by Councillor Arnold Woolley.  On being put to the vote, this was carried.

As an alternative to the survey, Councillor David Williams proposed that Members of each committee should vote on their preferred arrangements for that committee at the start of each year.  He was advised that the Social & Health Overview & Scrutiny Committee had previously taken this approach by agreeing on a mix of morning and afternoon meetings to encourage attendance.

The Committee then considered Councillor Williams’ proposal to consult individual committees on their preferences.  This was seconded by Councillor Woolley and supported by the Committee.

The Chief Officer clarified that an item would be scheduled for each committee to consider the pattern of meetings and to ask whether the membership (including substitutes) wished to vote on paper or electronically.  In addition, all Members would be surveyed on the meeting pattern of full Council.

It was explained that the survey results would be reported back to the Committee and that time was required to incorporate any changes into the Schedule of Meetings for 2018/19 prior to consideration by full Council on 1 May 2018.

RESOLVED:

(a)       That Members be asked to vote only on arrangements for committees on which they serve, including substitutes where these existed; and

(b)       That an item be scheduled for each committee to consider how they wish to vote on their preferred pattern of meetings.