Agenda item

(a)       That there was no need to reduce the size of the Democratic Services Committee; and

(b)       That the Chairman raises the issue of non attendance at meetings of the Committee with the appropriate Group Leaders for discussion with the Member(s) concerned.  

The Democracy and Governance Manager introduced a report to consider recommending a reduction in the size of both the Democratic Services and Constitution Committees.  He advised that it had been suggested that the size of both the Committees be reduced from 21 to 15 Members.  Appended to the report was a record of attendances at meetings of the Committees over the last 12 months for Members’ consideration.  Members were advised that if the Committee wished to reduce its size then this would need to be agreed by the Constitution Committee which would also need to consider reducing its own size to correspond.

Councillor Chris Bithell spoke in support of reducing the size of the Committee and also suggested that the number of meetings of the Committee be reduced during the year.  The Democracy and Governance Manager explained that he liaised with the Chairman concerning agenda items for the meeting and if there was insufficient business to be conducted the meeting was cancelled.  

A number of Members expressed concerns that reducing the size of the Committee to 15 members would have implications on the political balance calculations. 

Councillor Owen Thomas expressed the view that less Members on the Committee could create a problem with meetings being quorate.  Members also raised the issue of substitutions.

   The Head of Legal and Democratic Services responded to the concerns raised and explained that if the size of the Committee was reduced then potentially there was the possibility that some Groups would not be represented.  He outlined the calculation process to achieve overall political balance.

Councillor David Evans commented on the issue of Members who regularly failed to attend meetings of the Committee.  He suggested that the relevant Group Leader be notified of the non-attendance and be asked to raise the matter with the appropriate Member to seek the reason and if possible a replacement nomination.  Councillors Arnold Woolley and  Veronica Gay concurred with the views expressed by Councillor Evans and said more information was needed about why Members were unable to attend meetings.  They said feedback on the outcome of discussions with the Group Leaders should be provided to the Committee for further consideration.  It was agreed that the Chairman would raise with the appropriate Group Leaders the issue of non attendance at meetings of the Committee for discussion with the Members concerned.  

Councillor Ron Hampson expressed the view that attendance at Council meetings was currently poor and reducing the size of the Democratic and Constitution Committees may create additional difficulties.

Councillors George Hardcastle and Dave Mackie expressed the view that there was no need to change the current arrangements for the membership of the Democratic Services Committee.

Councillor Tim Newhouse spoke in support of a reduction in the size of the Democratic Services Committee and proposed that the membership be reduced from 21 to 15 Members.  The proposal was seconded by Councillor Chris Bithell.      The Chairman asked Members to vote on the proposal and when put to the vote the proposal was lost. 

RESOLVED: 

(a)       That there was no need to reduce the size of the Democratic Services Committee; and

(b)       That the Chairman raises the issue of non attendance at meetings of the Committee with the appropriate Group Leaders for discussion with the Member(s) concerned.