Agenda item

Reports from Independent Member visits to Town/Community Councils

To receive verbal reports from independent members of the Committee on their visits to the following councils:  

 

·         Mold Town Council (Robert Dewey – 26.06.19)

·         Shotton Town Council (Julia Hughes – 08.07.19)

·         Queensferry Community Council (Phillipa Earlam – 09.07.19)

 

 

 

Decision:

That the verbal reports be received and feedback given to the Town and Community Councils.

 

Minutes:

The following independent members presented their verbal reports:

 

Mr. Robert Dewey – Mold Town Council

Mrs. Julia Hughes - Shotton Town Council

Mrs Phillipa Earlam – Queensferry Community Council

 

The Chairman spoke on his positive visit to attend a meeting of Mold Town Council.  He explained that business had proceeded at a good pace and was ably lead by the Clerk and Chair with opportunity for discussion and questions on matters arising without stifling debate.  Officers from the Council had attended and reported knowledgeably on business, regeneration, and financial matters.  The meeting was conducted in a formal setting which he felt had contributed to the efficient atmosphere.  In summary he said that the meeting had been an exemplar of good practice.

 

Mrs Julia Hughes explained that despite best efforts she had to abandon her visit to Shotton Town Council on 8 July as she had been unable to locate the venue for the meeting.  She also reported that she had encountered difficulty in trying to contact the Clerk and obtain information from the website.  She expressed concern that due to her experience members of the public might also have difficulty in locating and attending meetings of the Town Council.

 

          Mrs Phillipa Earlam provided feedback on her visit to Queensferry Community Council.  She said the meeting had been well chaired and was a positive experience overall.  Commenting on the website Mrs. Earlam said only a summary of the agenda had been available before the meeting,  however, a copy of the agenda was  provided to her at the meeting.  During the meeting  a presentation had been given on the Enforcement Funding Scheme and an officer from Streetscene was also present and reported on progress on outstanding items and new matters affecting various areas.   During discussion the Monitoring Officer responded to the queries raised by Mrs. Earlam.

 

The following points were raised which were to be fed back to Town and Community Councils: 

 

  • an agenda item on Declarations of Interest to be included for all meetings 
  • accessibility of venue and good use of signage
  • information on the location of meetings and directions should be provided on Town/Community Council websites

 

The Monitoring Officer commented on the need to present an overall report on member’s visits to Town and Community Councils at the joint meeting of the Standards Committee and Town and Community Councils to be held on 30 September 2019.   The Monitoring Officer said he would contact Shotton Town Council in the meantime to establish the date of the next meeting.

 

Councillor Paul Johnson suggested that following the feedback provided on visits by members  the Town and Community Councils be contacted to ask if it was  helpful and if any suggestions had been implemented. 

 

The Chair suggested that basic guidance be provided to assist new Councillors on procedural matters during Town and Community Council meetings.  This was supported by Councillor Patrick Heesom.

 

Mrs Julia Hughes suggested that  a  copy of the Authority’s own guidance on the standards of behaviour aspired to might be helpful to Town and Community Councils.  She also suggested that guidance be provided to Town and Community Councils on the legislative requirements relating to websites.

 

RESOLVED:

 

That the verbal reports be received and feedback given to the Town and Community Councils.